Administrative Assistant

Volunteering Admin Logistics & Procurement

Overview

Provide administrative support to streamline field operations and ensure efficiency.

You have:

• At least 3 years of experience in administrative work.
• Intermediate Knowledge MS Word, Excel, PowerPoint, SAP
• Project management, problem solving, collaboration and digital dexterity is required
• Experience in travel or travel related work is an asset
• Desirable Knowledge in customs clearance and international commerce practices, including understanding of permits and tax exemptions
• University degree in Business Administration, Logistics or any other relevant field is desirable

Contract

This is a UNV contract. More about UNV contracts.

Honduras is facing a complex humanitarian situation driven by migration, violence, and natural disasters, which is increasing the need for urgent assistance. In this context, UNICEF will implement interventions funded by US-OCHA, which must be carried out swiftly and fully completed within a maximum of six months, in accordance with strict donor guidelines.

Given that the urgency and scale of these operations require the continuous deployment of teams to the field and a high volume of financial transactions, the operational workload exceeds current capacity. Therefore, we plan to hire a United Nations Volunteer (UNV) to serve as an Administrative Assistant. This role will be essential to enable and streamline field operations, ensuring efficient management of staff travel, the swift execution of low-value procurements, and the timely processing of tax exemptions. Likewise, their support in inventory control and the rapid processing of invoices for payment will ensure that administrative processes run smoothly without bottlenecks, strictly adhering to the implementation deadlines and accountability standards required by the donor.

Within the framework of delegated authority and under the supervision of the Operations Officer and/or their designated representative, the UN Volunteer will perform the following tasks:

• Provides travel assistance to staff members in the section for travel arrangements and entitlements based on the organization’s rules and policies. • Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel, including car rentals and airplane tickets purchase. • Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records. • Liaises with suppliers to request quotations and documents for tax exoneration procedures. • Generate tax-exempt purchase orders and processes them within the time bound provided by national system, including reports. • Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION. • Uploads electronic files and verifies results to destination system. • Responds to client transaction status and other inquiries. • Supports management of administrative supplies, office equipment, and updating inventory of items. • Monitors and supervises adequate and appropriate use of supplies. • Supports the purchase and timely distribution of office supplies. • Assists in the execution of low-value procurement. • Participate in physical inventory of all expendable and non-expendable items in office. • Performs any other duties and responsibilities assigned as required.

Competencies: • Builds and Maintains Partnerships • Demonstrates self awareness and ethical awareness • Drive to Achieve Impactful Results • Innovates and embraces change • Manages ambiguity and complexity • Works collaboritively with others • Thinks and acts strategically

Values: • Care • Respect • Integrity • Trust • Accountability • Sustainability

• At least 3 years of experience in administrative work.

• Intermediate Knowledge MS Word, Excel, PowerPoint, SAP • Project management, problem solving, collaboration and digital dexterity is required • Experience in travel or travel related work is an asset

• Desirable Knowledge in customs clearance and international commerce practices, which includes in-depth understanding of local legislature regarding permits such as ARSA (Agencia de Regulación Sanitaria), SENASA (Servicio Nacional de Sanidad e Inocuidad Agroalimentaria) and tax exemptions is an asset. • University degree in Business Administration, Logistics or any other relevant field is desirable.

The incumbent will be based in Tegucigalpa that offers adequate living standard. Tegucigalpa is classified as “B” duty station as of 1 January 2014 under the mobility and hardship (M&H) classification of duty stations, as determined by the international Civil Service Commission (ICSC).

• Security situation: Honduras is a relatively safe country. Crime is typically the same as in many other countries. Petty theft, bag/purse snatching, and pick pocketing are most common traditional crimes in the tourist areas and in buses. It is recommended that if travelling on foot, avoid carrying bags, purses and valuables that could attract attention; avoid making phone calls while walking on the street.

• Climate: The weather in Honduras is tropical going from 18°C up to 32 °C in Tegucigalpa. The hurricane and tropical storm season normally runs from May to November. In Hon-duras, there are 2 seasons: summer and winter (the rainy season).

• Cost of living: Honduras is a fast-growing expat destination as it is relatively cheap. The living cost in Tegucigalpa is higher than in other areas.

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Potential interview questions

Added 1 month ago - Updated 1 month ago - Source: unv.org