Junior Administrative Assistant - Consultant

Junior Administrative Assistant is required to provide support the administrative and finance team and other tasks that are required for the proper functioning of the Andean Countries HUB.

Bogota, Colombia

3 months

BACKGROUND The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cit-ies. UN-Habitat is the focal point for all urbanization and human settlement matters with-in the UN system. UN-Habitat works with partners to build inclusive, safe, resilient and sustainable cities and communi-ties. UN-Habitat promotes urbanization as a positive transformative force for people and communi-ties, reducing inequality, discrimination and poverty Within the framework of this initiative, the hiring of a Junior Administrative Assistant is required to provide support the administrative and finance team and other tasks that are required for the proper functioning of the Andean Countries HUB. RESPONSIBILITIES a.) Information and validation: • The consultant will be responsible for keeping the HUB Coordinator informed and having to obtain validation of his/her activities during the consultancy. b.) Development: • Identification of suppliers and procurement process preparation for the HUB Projects. • Provide day-to-day administrative and operational support to the team, ensuring smooth of-fice functioning. • Liaise with internal teams and external counterparts to support administrative workflows. • Monitor administrative deadlines and support timely follow-up on pending actions. • Assist in the development of presentation materials. • Participate in the meetings with UN-Habitat administrative team and counterparties. • Maintain the communication channels necessary for the proper development of the projects. • Provide technical support to the Coordination of the HUB and to Coordinators of the different projects. • Provide inputs for the systematization of the processes carried out and exchange of practices and successful experiences with other HUBs in the region, with headquarters branches, coun-terparties and who appoints the UN-Habitat HUB Coordinator for Andean countries. • Support in the request and documentation of administrative services for the execution of spe-cific administrative transactions, including travel. • Support the Project Coordination in the elaboration, and coordination, confirmation of mission agendas of the technical team and their accompaniment, as appropriate. • Carrying out administrative activities supporting the Operative Team to ensure that projects meet the objectives in terms of deadlines, budget, and quality. • Provide general office support, including data entry and updating administrative records. • Support the systematization of good project practices to ensure proper knowledge manage-ment and promote good practices. • The consultant will be responsible for generating necessary inputs in the framework of his/her responsibilities. c.) Approval: · The consultant will be responsible for supporting compliance with administrative-related pro-cesses. · Support the Finance and Administrative Specialist in the elaboration of inputs related to the implementation and closure of the projects. d.) Implementation: • Attend the technical (virtual) meetings needed to meet the scopes and objectives defined for the consultancy. • Participate when requested in United Nations System interagency groups, project meetings, of-ficial missions and/or project-related events. • Provide information to UN-Habitat regarding affectations that the process of implementing the consultancy may have. • Follow up on administrative and finance guidelines determined by the Project Coordinators and Coordinator HUB Andean Countries. • Comply with the schedule of activities according to the guidelines of the HUB Coordinator. • Ensure that all administrative activities are aligned with the quality expectations of the Agency and counterparty. • The consultant will be responsible for preparing inputs for progress reports and reports, as necessary and requested for the proper verification of its activities and project management. e.) Knowledge Management: • The consultant must know the processes, procedures, and standards of the organization, to ensure adequate quality of the activities described above according to the standards of the organization. • Propose formats and procedures that allow the efficient implementation of the Agency's projects. • The consultant must know the file system of the projects and ensure their proper maintenance, accessibility for all officials, and the proper updating. • Provide administrative support for knowledge management activities, including organizing, filing, and maintaining project documentation and records. • Assist in the organization and maintenance of shared folders, databases, and internal repositories, ensuring proper naming, version control, and archiving. • Facilitate access to information by supporting internal requests for documents and records, as required. • Design methodologies for the systematization of good practices and knowledge, related to the implementation of the projects and cooperation activities of the UN-Habitat Colombia Office. • Prepare reports and other documents related to meetings, missions and activities developed by the Andean Countries UN-Habitat Office. • Support monitoring of UN-Habitat's implementation of Sustainable Development Goals (SDP) Target 11 dealing with sustainable cities and communities. f.) Others: • Other activities requested and by mutual agreement with the HUB Coordinator of The Andean Countries of UN-Habitat, within the framework of this consultancy and without prejudice to the achievement of its responsibilities. • The consultant will participate in work and follow-up meetings, both with other consultants, as well as with the Coordinator and team of the Andean Countries HUB of UN-Habitat and with the staff of the projects. • The consultant shall be responsible for ensuring that all activities comply with the principles of United Nations integrity.

High school diploma or equivalent is required. A Bachelor’s Degree in Business Administration, Public Administration, Management, Economics, Information Management, Social Sciences, or a related field is desirable. A Minimum of six (6) months to one (1) year of experience in areas related to project management, administrative process and cooperation is desirable. Previous experience with the United Nations is desirable. Proficiency in standard office software (MS Office or equivalent) and digital tools is desirable.

Not available.

Not available.