Administrative Assistant

Org. Setting and ReportingThis position is located in the Regional Office for the Andean Region and the Southern Cone (ROCOL), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) in Bogotá, Colombia. The incumbent will work under the direct supervision of the Head of the Programme Unit and overall guidance of the ROCOL Deputy Representative. ResponsibilitiesWithin delegated authority, the incumbent will be responsible for managing and organizing administrative, operational, technical and follow-up activities to ensure compliance with programme commitments, following UNODC rules and procedures and may be responsible for the following specific duties: Human Resources Management • Support and manage the recruitment processes for DA programme staff, ensuring compliance with United Nations standards. • Support the activities of the work team, to ensure compliance with the objectives established for each of the interventions of the Alternative Development programme. • Establish and implement methodologies for the processing and analysis of information to ensure compliance with the objectives and results of the Alternative Development programme. • Collaborate with the human resources unit in ROCOL to receive and convey guidance to staff regarding human resources related topics. • Provide support and manage petty cash processes for the program's regional offices, ensuring control and monitoring thereof. Budget and Finance • Support the Programme Coordination with the development of strategic plans to enable resource management and alliances with strategic partners, for the implementation of projects aimed at vulnerable communities. • Elaborate and present management indicators and administrative follow-up instruments, as well as execution reports that allow taking timely actions for the achievement of goals and results, as well as the implementation of Alternative Development projects. • Manage the various requests from the program's territorial offices through the program's petty cash. General Administration • Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. • Provide extensive support to service units and maintain frequent contact with internal team members, both at headquarters and in the field. • Perform other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). • Manage the programme's procurement processes using the different procurement methods. • Assist, support and manage the administrative and operational execution, integrating the effective use of financial, human and infrastructure resources to achieve the objectives and results of the Alternative Development program. • Support the Programme Coordination in the design and evaluation of work strategies, for the articulation between the different Thematic Units, Territorial Offices and UNODC areas. • Maintain updated files of the work units (both paper and electronic). • Assist and supervise that the inventory of assets (equipment, vehicles and others) of the Alternative Development Program is updated, ensuring compliance with UN standards for their use, disposal and final disposition. • Assist and support the management of staff missions, as well as the Alternative Development Program's procurement processes for goods and services, ensuring compliance with UN standards. • Provide support to administrative and operational activities between the different Thematic Units, Territorial Offices and areas of UNODC, ensuring the exchange of information and compliance with UN standards. • Attend and participate in meetings and committees, to present and disseminate information on progress, difficulties and developments in the implementation of Alternative Development program activities. • Support the design of administrative control and follow-up methodologies, which contribute to the timely management of the Program's processes for the fulfillment of the objectives. • Carry out field missions, following the protocols established by the United Nations System. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as assigned. CompetenciesProfessionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modeling and interpretation of data in support of decision-making. Planning And Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required. allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Client Orientation: Considers all those to whom services are provided to be \"clients\" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceFive (5) years of relevant work experience in administrative, operational, or financial areas is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. At least one (1) year of experience in data analytics or related area is desirable. Work experience in the UN Common System and/or a similar International Organization is desirable. Experience working with a Systems, Application and Products (SAP) system or an Enterprise Resource Planning (ERP) system is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Spanish are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).