Overview
Provide support to the administrative and finance team and other tasks required for the proper functioning of the Andean Countries HUB.
Key Responsibilities
- Keep the HUB Coordinator informed and obtain validation of activities.
- Identify suppliers and prepare procurement processes for HUB Projects.
- Provide day-to-day administrative and operational support.
- Liaise with internal teams and external counterparts.
- Monitor administrative deadlines and support follow-up on pending actions.
- Assist in the development of presentation materials.
- Participate in meetings with UN-Habitat administrative team and counterparties.
- Maintain communication channels for project development.
- Provide technical support to the Coordination of the HUB and Project Coordinators.
- Provide inputs for systematization of processes and exchange of practices.
- Support request and documentation of administrative services, including travel.
- Support Project Coordination in elaboration, coordination, and confirmation of mission agendas.
- Carry out administrative activities supporting the Operative Team.
- Provide general office support, including data entry and updating administrative records.
- Support systematization of good project practices for knowledge management.
- Generate necessary inputs within responsibilities.
- Support compliance with administrative-related processes.
- Support Finance and Administrative Specialist in elaboration of inputs for project implementation and closure.
- Attend technical (virtual) meetings.
- Participate in United Nations System interagency groups, project meetings, official missions and/or project-related events.
- Provide information to UN-Habitat regarding affectations of consultancy implementation.
- Follow up on administrative and finance guidelines.
- Comply with the schedule of activities.
- Ensure administrative activities align with quality expectations.
- Prepare inputs for progress reports and reports.
- Know processes, procedures, and standards of the organization.
- Propose formats and procedures for efficient project implementation.
- Know the file system of projects and ensure proper maintenance and updating.
- Provide administrative support for knowledge management activities.
- Assist in organization and maintenance of shared folders, databases, and internal repositories.
- Facilitate access to information by supporting internal requests.
- Design methodologies for systematization of good practices and knowledge.
- Prepare reports and other documents related to meetings, missions and activities.
- Support monitoring of UN-Habitat's implementation of Sustainable Development Goals (SDP) Target 11.
- Perform other activities requested by the HUB Coordinator.
- Participate in work and follow-up meetings.
- Ensure all activities comply with United Nations integrity principles.
Required Experience
- 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.
Qualifications
- 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.
- Proficiency in standard office software (MS Office or equivalent) and digital tools is desirable.
