Administrative Assistant

United Nations Volunteers, Bolivia

Skill Required:, Project/ Programme Management
Preferred Experience: 
3 Years
Closing Date for Applications: 
8th March, 2021

Job Description

Under the direct supervision of the Program Specialist and the UN WOMEN Program and Finance Associate, the volunteer will have the following roles and responsibilities:

  • Provide administrative and logistical support for the implementation of the Programs following the rules and procedures of UN Women
  • Carry out the administrative and logistical tasks necessary for the development of the activities foreseen in the project;
  • Provide administrative support to contract management processes;
  • Follow up on the administrative management of the Program in coordination with implementing partners;
  • Support in the preparation of the Project Procurement Plan and support the processes of contracting the services and goods of the procurement plan, following the organization's rules and procedures;
  • Maintain the inventory database of all Program assets and prepare the required financial reports;
  • Organize maintenance and repair of assets when necessary;
  • Maintain the project database and file system;
  • Support in the preparation of financial reports, depending on the requirements of the project and the request of the project coordinator and the Associate of Programs and Finance.
  • Provide administrative and logistical support in organizing conferences, workshops, stakeholder meetings and other project events.
  • Support the organization, logistics and execution of conferences, workshops, meetings and project events ;
  • Prepare documents for the organization of meetings and events including agenda, invitation letters, logistical note, guide for moderation and others;
  • Support the processes of procurement of goods and services necessary for the execution of meetings and events of the project following the rules and procedures of the organization;
  • Coordinate airline ticket reservations, travel expenses and follow up on the reimbursement of expenses of national and international participants in accordance with the rules and procedures of UN Women;
  • Record meeting minutes and other required program documentation as needed;
  • Any other task assigned by your supervisor.
  • Support the financial management required for the implementation of the Program following the rules and procedures of UN Women
  • Support the formulation of the program budget;
  • Carry out the financial and accounting tasks required by the project;
  • Prepare all supporting documentation for payment requests;
  • Support timely financial control, monitoring, and financial reporting according to funder requirements;
  • Monitor the expenditure of donor funds and other program expenditures and disbursements;
  • Coordinate the management of payments;
  • Prepare statistical financial graphs, tables and reports obtaining data from various sources of financing;
  • Carry out administrative and financial procedures in the integrated system of UN Women (Atlas);
  • Provide administrative support necessary for effective knowledge management and information exchange.

Qualifications / Requirements

Required degree level: Bachelor degree or equivalent

Education - Additional Comments:

  • Studies at the bachelor's level in economics, financial, administrative, commercial engineering or other related or pure sciences.
  • Diploma or specialty in project management or other related. (Desirable

Experience remark:

  • Minimum professional experience of 3 years in the Project Area
  • Minimum experience of 2 years in the area of ​​administration and finance

Language skills:

  • Spanish (Mandatory), Level - Fluent.


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