Administrative Assistant (Honduras NAP Project)

Result of Service Objective and scope of the consultancy:

The main objective of the position of the Administrative Assistant is to provide administrative and logistical assistant support and ensure operational effectiveness during the planning and implementation of activities to be carried out within the framework of the project “Enabling environments to effectively plan, implement, monitor and report strategic National Adaptation Processes in Honduras”, as set out in the Funding proposal approved by the Green Climate Fund.

The Administrative Assistant will contribute to the effective implementation of the project by performing the following tasks:

Human Resources: ● Records and maintains recruitment files, ensuring all necessary documentation has been prepared. ● Supports recruitment process (terms of reference, evaluation and selection process) to update the supervisor as necessary. ● Periodically review contracts and reports to the supervisors when extensions and consultant’s evaluations are needed. ● Liaises with the Information and Communications Technology (ICT) team to guarantee e-mail and system access to all the staff. ● Compile monthly activity reports and consultant invoices, for approval and payment management.

Finance and Procurement: ● Facilitates the processing of contracts for consultants, partners or external suppliers that provide a good or service to the organization. This includes organization of procurement processes including receipt of quotations, bids or proposals, preparing and filing documents, completing the necessary forms and templates, preparing the terms of reference and request for quotations, identifying and selecting consultants/suppliers, and making the necessary logistical arrangements, including assessing market opportunities for local procurement of goods and service supplies, liaison and follow-up of all procurement-related matters with the Honduras supply team. ● Maintains lists of suppliers, partners and lists of consultants updated and duly registered in the organization's systems. ● Assists providers to register and stay active in the United Nations Global Marketplace and/or other UN relevant platforms. ● Performs market research and purchases necessary for office and program areas. ● Responsible for keeping the payment of utilities up to date.. ● Supports management of administrative supplies, office equipment, and updating inventory of items. ● Arranges for the purchase and timely distribution of supplies, including donations to implementing partners and ensures that all supporting and certification documents are duly completed and filed.

Communications & Workflow: ● Support the National Project Coordinator and the UNEP Task Manager in the timely preparation and submission of project work plans, budgets, financial reports, procurement plans, and progress reports. ● Manages incoming and outgoing correspondence, e-mails and telephone calls. ● Communicates routine and some non-routine information pertaining to the work of the team. ● Maintains a comprehensive database of relevant stakeholders within the departments and communities relevant for the project to ensure the effective delivery of communication messages and materials. ● Calendar/Meetings/Correspondence Management: a. Maintains office calendar and arranges meetings b. Prepare agendas for meetings, arrange appointments, and prepares minutes of meetings, ensuring accuracy, attention to detail and coherence c. Keeping the correspondence of the team well organized

Events/Logistics: ● Supports the activities planned by the project team by making logistical arrangements, through the participation of facilitators, catering and hosts, send invitations and register participants, among others. ● Facilitates the participation of guests to events in accordance with the requirements of the organization. ● Request confirmation of budget availability for the development of the events and activities of the project. ● Supports the team in the preparation of support material for the participants to the scheduled events and activities. ● Prepares and maintains agendas for meetings and events related to the commitments of the working group. ● Supports the organization of virtual and/or in person meetings, trainings, workshops exchange visits and knowledge sharing events with the participation of various actors.

Travel: ● Provide assistance to the team of consultants in the review of information and calculations made in the requests and settlements of travel expenses in accordance with the rules and policies of the organization. ● Inform staff members of issues related to related administrative matters, such as travel requirements, security clearance, and documentation procedures. ● Complete required documents, submit travel requests and settlements in the corresponding system and follow up until the corresponding approvals are obtained. ● Confirm that the team has the United Nations Department of Safety and Security (UNDSS) security clearance before each trip

Attendance: ● Maintaining hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.

Assist the Project Management Unit and the UNEP Task Manager in any other support services as requested, to ensure smooth operation of daily activities and proper management of the unit’s resources.

Work Location Tegucigalpa, Honduras

Expected duration 12 Months.

Duties and Responsibilities The 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. UNEP, through its Latin America and the Caribbean Office (ROLAC) located in Panama City, works closely with the 33 countries of the region - including 16 Small Island Developing States - with a population of about 588 million people, to implement the Agenda 2030 for Sustainable Development and its Sustainable Development Goals (SDGs), the United Nations Framework Convention on Climate Change (UNFCCC) Paris Agreement and the priority actions defined in countries’ Nationally Determined Contributions (NDCs). The office works to serve the needs 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). In terms of supporting countries in the region attain the global commitments signed within the framework of the Paris Agreement, UNEP’s Latin America and the Caribbean Sub-programme on Climate Change aims at strengthening the ability of countries to move towards climate-resilient and low emission strategies for sustainable development and human well-being. In this framework, the UNEP Sub-programme on Climate Change, through its Climate Change Unit leads and supports several initiatives oriented at designing, promoting and implementing innovative mitigation and adaptation solutions at the national and subnational level, and strengthening the transparency framework of the countries. The expected accomplishment regarding climate change adaptation is that adaptation approaches, including the ecosystem-based approach, are implemented and integrated into key sectoral and national development strategies to reduce vulnerability and strengthen resilience to climate change impacts. Furthermore, UNEP’s Sub-programme on Climate Change is also committed to ensure that cross-cutting issues such as gender equity and women’s empowerment are effectively integrated in the development of its tasks to guarantee equitable development in line with its adaptation objectives. In this context, the Secretariat of State for Energy, Natural Resources, Environment and Mining (MiAmbiente) of Honduras and UNEP, have agreed on the implementation of the project “Enabling environments to effectively plan, implement, monitor and report strategic National Adaptation Processes in Honduras” framed within the Readiness program of the Green Climate Fund (GCF).

The main objective of the project is to build sustainable country capacity and strengthen stakeholder engagement to plan, finance, implement, monitor and report strategic national adaptation processes and communicate knowledge about climate change adaptation.

The project seeks to achieve its objective through the following outcomes: - Country institutional and technical capacity, and stakeholder engagement strengthened. - National adaptation strategic planning strengthened. - Financial flows and investment for adaptation measures under the National Adaptation Plan (NAP) and NDC fostered. - Knowledge management strengthened. - Adaptation transparency framework strengthened.

To fulfill the objectives of the project, the UNEP Latin America and the Caribbean Office is recruiting a Administrative Assistant to provide operational support to the Project Management Unit and ensure the effective delivery of administrative tasks during the implementation of the project.

The Administrative Assistant will operate under the overall supervision of the Adaptation Program Officer at the UNEP Latin America and the Caribbean Office and will work in close collaboration with the National Project Coordinator in the execution of the project. Additionally, he/she will work with the Directorate for Climate Change of the Secretariat of Natural Resources and Environment (MiAmbiente) of Honduras and other national consultants and government and non-governmental counterparts.

The Administrative Assistant is expected to work over a 12-month period, 40 hours per week, from 9:00am to 5:00pm (Monday to Friday), and to be located at the Project Management Unit in Tegucigalpa, Honduras.

Qualifications/special skills Academic Qualifications:

• First level university degree (Bachelor’s Degree) in business/public administration, international cooperation, development studies, or closely related field.

Experience:

• Minimum of 3 years of work experience performing operational and/or logistics and/or administrative tasks. (required)
• Experience working in international development organizations. (desirable)
• Experience in administrative, clerical, financial and logistical work.
• Demonstrated work experience using computer tools (Microsoft Windows operating systems) and office automation (Microsoft Office: Word, Excel, PowerPoint), Internet Explorer, collaborative platforms (i.e., Teams, Google Drive) and virtual meeting platforms (i.e. Webex, Zoom, etc.).
• Demonstrated work experience in the organization and implementation of small to medium size events is an asset and/or organizing local and/or international trips.
• Experience in the preparation of project budget, procurement plans, and progress reports is an asset.
• Previous experience participating in community development, climate change and/or environmental projects is an advantage.
• Previous experience working with national or local government entities, private sector or Civil Society Organizations (CSOs) in Honduras is an advantage.
• Experience with international organizations is an advantage as will be knowledge of UN policies, procedures and practices.

Language:

• Written and spoken fluency in Spanish is required.
• Fluency in English is an asset.

Skills: - Proficiency in MS Office (MS Word, Excel, and Outlook) software applications, Internet Explorer, collaborative platforms (i.e. Teams, Google Drive) and virtual meeting platforms (i.e. Webex, Zoom, etc.). - Ability to communicate complex issues in a language and format that is appropriate to specific target audiences. - Ability and willingness to travel to urban and rural regions of the country. - Excellent interpersonal communication skills, experienced in stakeholder engagement, and public relations.

No Fee THE 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.