Administrative Assistant Jr - Colombia

Result of ServiceThe UNEP Colombia office counts with full and permanent administrative and financial support for the term of the contract. Specific tasks and responsibilities: Responsibilities and activities to be performed by the consultant will include, but are not limited to: 1. Provide guidance with administrative and financial topics or the optimal functioning of the office in Bogotá. 2. Contribute with the office’s budget preparation, implementation, and follow up in coordination with the UNEP Latin America and the Caribbean Office (LACO)and other UNEP offices as necessary and under the guidelines of the UNEP Colombia office coordinator. 3. Collaborate in the definition of requisitions for procurement of good and services for the optimal functioning of the office and for project implementation, including the preparation of supporting documents in close coordination with UNEP LACO. 4. Provide guidance to project coordinators for monitoring expenditures and allotments, record variations, update budget tables. 5. Collaborate with recruitment processes according to the office and projects’ needs and budget availability for projects implemented by UNEP’s Colombia Office, including the development of terms of reference (ToR), provision of support for the induction of new personnel and payments management. 6. Contribute on monitoring the implementation of projects’ budgets and expenditures and development of reports as necessary. 7. Manage the preparation of inputs related for a wide range of documents such as, periodic reports, briefings, correspondence, budgets, revisions, and other related issues. 8. Contribute to the preparation and review of financial proposals for projects. 9. Collaborate in the preparation of budget performance submissions and financial reports and presentations required by Donors and counterparts. 10. Perform other related administrative duties, as required (e.g., in case is needed travel arrangements; monitoring accounts and prepare supporting documents for payment to vendors and individual contractors for services; organizing and coordinating seminars, conferences and/or translations). 11. Manage the organization and logistics of virtual and in-person workshops, meetings, and other activities with stakeholders and counterparts. 12. Collaborate the drafting of meeting notes, briefings, and internal minutes as required. 13. Analyze information management for the office. Organize the office’s archives (physical and digital); design and generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews. 14. Prepare and participate in the drafting and negotiation of legal agreements (MoU, SSFA, ICA, among others) with strategic partners (from the private and public sector, as well as academia and non-governmental organizations), for implementation of projects, as well as to contribute in the preparation of supporting documents. 15. Help to review proposals and draft agreements/legal instruments with counterparts to conduct relevant projects for UNEP’s Colombia Office. 16. Follow up with counterparts and implementing partners for monitoring and reporting of activities and projects of UNEP’s Colombia office to other areas of the organization. 17. Provide guidance the UNEP-Colombia Country Security Focal Point in the revision of documents, writing meetings minutes, and following up on the office’s duties and responsibilities related to security and interactions with the United Nations Department of Safety and Security (UNDSS). 18. Management of the office and the office coordinator’s agenda, keeping track of meetings, commitments, travel of personnel, etc. 19. Coordinate extensively with service units and liaises frequently with internal team members to successfully perform the responsibilities. 20. Execute other tasks related to Colombia Office’s agenda, as requested by UN Environment Programme Colombia. Work LocationBogota, Colombia Expected duration7 months Duties and ResponsibilitiesThe United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The UNEP Latin America and the Caribbean Office (LACO), located in Panama City, Panama works closely with the 33 countries of the region and its activities are integrated into the Medium-Term Strategy and the Programme of Work approved by the United Nations Environment Assembly (UNEA). UNEP’s office in Bogotá, Colombia, was opened in 2017 to accompany the implementation of the peace accord signed between the Colombian Government and the former FARC. From 2017 to 2021 support was provided from this office to the Governments of Ecuador, Perú and Bolivia. Through this office, UNEP participates in the United Nations Country Team (UNCT) and coordinates technical assistance for the achievement of results related to the environmental dimension included in the Cooperation Framework for Sustainable Development 2020-2023. The office collaborates with the Colombian Government mainly through the Ministry of Environment and Sustainable Development and in close communication with the Ministry of Foreign Affairs and other national entities including the Presidential Agency for Cooperation, Ministry of Mining and Energy, and the National Planning Department. The UNEP Colombia office has a portfolio of around 15 projects on topics including climate change, biodiversity and pollution. Projects originate in different UNEP offices around the world and in the office in Colombia. Administrative support is provided to all projects but with emphasis in the projects implemented in Colombia. Administrative work contributes for personnel recruiting processes and contract management, induction to new personnel. Drafting of Terms of Reference, supporting interviewing and selection processes and liaising with the LACO and other UNEP offices and organizations is part of the administrative support needed for projects. Purchase processes and stock management, assistance in the preparation of reports to donors, partners, Government and also to other offices an instance internally in UNEP. The office is part of the UN House in Bogotá, following the UN principle of having “Common premises” and achieve greater utility of available resources. Administrative and financial duties and responsibilities arise from the commitment with the UN House, where support is needed daily, apart from the duties and responsibilities of managing UNEP office individually. Support for responding to these responsibilities include but are not restricted to communication management, participate and follow up in security, logistical and coexistence groups, and committees, coordinating UNEP responses and reporting back to the office Coordinator. The Colombia office requires immediate administrative support to provide back up on processes including budget planning and management and providing support to project coordinators for monitoring expenditures and allotments, record variations, update budget tables and follow up, processing of rent and utilities payments, purchase processes including drafting of terms of reference, attainment of quotations, supporting the leading role of office planning and in general, for the optimal functioning of the office. Support on knowledge management, internal and with partners and clients meeting planning and writing of detailed minutes is also required. The incumbent will report to the Country Representative in Brazil and will work closely with the Colombia country and the UNEP Latin America and Caribbean Office teams, as well as with all UNEP. This person will be located at the UNEP Office in Bogota, Colombia and will work 40 hours per week full time. Qualifications/special skillsAcademic: - Bachelor´s Degree in Finance, Accountancy, Administration, Public Administration, or related fields is required. Professional: - A minimum of five (5) years of relevant work experience in the field of administration, finance, accountancy, or related fields is required. - Experience supporting project management and office administration will be an advantage. - Experience working with SAP or SRM systems will be an advantage. Language - Fluent in Spanish is required. - Confident level in English is required - Working knowledge of any other UN Language will be an advantage. Special knowledge and skills: - Be computer literate in standard software applications (Excel, Word, PowerPoint etc.). - Have a demonstrated keen interest in the work of multilateral organizations and the international cooperation - Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views. LanguagesNot available. Additional InformationNot available. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.