Asistente Administrativo(a)

Under the supervision of the Project Coordinator, the Administrative and Financial Assistant supports office operations by executing standard administrative and financial processes, ensuring quality, accuracy, and efficiency. The role involves providing administrative and logistical support to the office, supporting human resources and financial management, and contributing to knowledge sharing and project coordination.

Responsibilities

• Provide general administrative and logistical support to the office in compliance with UN Women policies and procedures
• Organize official missions including travel and accommodation bookings, travel authorizations, visa coordination, and DSA information collection
• Support administrative and logistical arrangements for conferences, workshops, and retreats
• Manage office space and shared services administration
• Maintain project documentation, filing, records, correspondence, work agendas, images, and reporting
• Create requisitions and register receipt of goods and services in Quantum system
• Supervise and maintain office supplies stock
• Maintain updated asset records and assist in report preparation
• Support procurement processes for goods and services according to UN Women regulations
• Support HR services including recruitment processes, interview logistics, and preparation of Terms of Reference for consultancies
• Maintain personnel administrative lists and reports
• Perform leave monitoring duties as per internal guidelines
• Support financial management including budget tracking, preparation of FACE forms, work plans, budgets, and proposals
• Assist implementing partners in routine reporting on program activities and finances
• Support knowledge sharing activities including organizing staff training
• Ensure compliance with UN Women programmatic and operational policies in project implementation
• Participate in meetings and coordination activities with government counterparts, civil society, and UN system
• Perform other related duties contributing to efficient project and organizational functioning

Requirements

• Bachelor's Degree in business administration, accounting, finance or related fields OR High School certificate with 5 years of experience
• At least 2 years of experience in administration, procurement, HR or logistical support; if only secondary education, 3 additional years of experience required
• Experience working with UN agencies or other international cooperation agencies is an asset
• Proficiency in computer use and office software packages (MS Word, Excel, etc.)
• Desirable experience with ERP systems, preferably Oracle Cloud
• Fluency in Spanish is mandatory
• Intermediate knowledge of English is desirable
• Complete secondary education required

Skills

• Business Administration
• Accounting
• Finance
• Administration Support
• Procurement Support
• Human Resources Support
• Logistical Support
• Office Applications
• MS Word
• Excel
• ERP Systems
• Oracle Cloud
• Finance Management
• Project Coordination
• Knowledge Sharing

Languages

Spanish, English