Supply Chain Management Senior Assistant

Job Posting Organization:
UNOPS (United Nations Office for Project Services) is a UN agency established to help governments and organizations implement projects that improve the quality of life for people around the world. Founded in 1973, UNOPS operates in over 80 countries, focusing on infrastructure development, procurement, and project management. The organization aims to deliver sustainable solutions that align with the United Nations' Sustainable Development Goals (SDGs). UNOPS employs thousands of staff members globally, working in various sectors including health, education, and environmental sustainability. In Latin America and the Caribbean, UNOPS operates in 23 countries, delivering impactful solutions that drive sustainable development.

Job Overview:
The Supply Chain Management Senior Assistant position is designed to ensure comprehensive management, administrative control, and supervision of the lifecycle of contracts with suppliers. This role is crucial for maintaining the integrity and efficiency of supply chain operations within UNOPS. The Senior Assistant will work under the supervision of the Senior Project Management Support Associate and in coordination with the Senior Project Manager. The primary functions of this position are grouped into four key pillars: Contract Control and Monitoring, Administrative and Financial Management, Information Quality and Compliance, and Coordination, Communication, and Support. The role requires a proactive approach to managing contracts, ensuring timely deliveries, and maintaining high standards of quality in documentation and processes. The position is intended to cover maternity leave and vacation periods, with an initial duration of six months, subject to renewal based on organizational requirements, satisfactory performance, and budget availability.

Duties and Responsibilities:
The Senior Assistant will be responsible for a variety of tasks including: monitoring the overall status of contracts and purchase orders, controlling deliveries, overseeing the validity of guarantees, applying penalties or withholdings when necessary, and issuing preventive alerts. The role also involves reviewing documentation for payment processes, coordinating import nationalization processes, and managing requests for amendments or contractual modifications. The Assistant will maintain updated tracking matrices and institutional systems, ensuring both physical and digital documentation is of high quality. Additionally, the position requires serving as a liaison between the project, partners, and suppliers, evaluating supplier performance for future awards, and providing general support to project management. Specific activities include establishing control and registration of contracts and amendments, ensuring compliance with contract terms, managing documentation for payment processing, and maintaining communication with internal and external project stakeholders.

Required Qualifications:
Candidates must have completed secondary education with at least five years of relevant experience, preferably as a high school graduate or technician in administrative areas, commercial expertise, or technical professional in accounting and finance. A university degree at the bachelor's level in Business Administration, Public Accounting, Finance, Industrial Engineering, Economics, or related fields is desirable and may substitute for some years of required experience. A technical diploma in a relevant area may also replace some of the required experience years. Candidates should demonstrate strong administrative and financial support skills, particularly in international organizations or UN agencies, and have experience in document management and contract administration.

Educational Background:
The educational requirements for this position include a completed secondary education with a preference for candidates holding a high school diploma or technical degree in administrative fields. A bachelor's degree in relevant fields such as Business Administration, Public Accounting, Finance, Industrial Engineering, or Economics is desirable and can substitute for some experience requirements. Additionally, a technical diploma in a relevant area may also be considered as a substitute for experience.

Experience:
A minimum of five years of experience in administrative or financial support is required, preferably within international organizations or UN agencies. Experience in document management and contract administration (both administrative and financial) is essential. Desirable experience includes administration, accounting, procurement, finance, logistics, monitoring, and infrastructure or health sector projects. Proficiency in office software packages, preferably G Suite or MS Office, is also required.

Languages:
Proficiency in Spanish at a native level is mandatory, while intermediate proficiency in English is desirable. Candidates should be able to communicate effectively in both languages, with a strong emphasis on Spanish for daily operations and documentation.

Additional Notes:
The position is classified as entry-level with an ICS level of 0

• The contract type is ICA - LICA - Support - Regular, with an initial duration of six months to cover maternity leave and vacation periods, subject to renewal based on organizational needs, satisfactory performance, and budget availability. UNOPS emphasizes diversity and equal employment opportunities, encouraging applications from a wide range of nationalities, cultures, and backgrounds. The organization conducts background checks on all final candidates to ensure a safe and respectful workplace.