BRIEF DESCRIPTION:
The Administrative Assistant/Administrator is responsible for supporting the implementation of the financial and administrative procedures of the HEKS/EPER mission in Quibdo, Chocó, under the direction of the Field Coordinator and in coordination with the Administrator and the Administrative/Financial Coordinator.
MINIMUM QUALIFICATION:
Secondary education and a technical or university degree in engineering, logistics management, business administration, business, economics, or similar.
REQUIRED EXPERIENCE:
- Experience in general administrative management, with an emphasis on general human resources management.
- Experience in managing suppliers and logistics processes.
- Experience working in the humanitarian sector or in international cooperation.
- Experience in administrative support and HR processes for humanitarian projects throughout all phases of implementation.
- Experience in financial support for humanitarian projects throughout all phases of implementation.
- Experience working with UNICEF, either directly or as a sub-implementing partner.
REQUIRED SKILLS
- Goal-oriented. Ability to work flexibly and develop and adapt to multiple tasks simultaneously.
- Be flexible in the face of changes in priorities and context.
- Excellent analytical skills.
- Good communication skills.
- Ability to work in complex environments and ensure that internal and external stakeholders meet deadlines (good prioritization and time management skills).
- Ability to ensure that internal and external stakeholders properly understand and comply with HEKS/EPER procedures and guidelines, in line with the requirements of Colombian law.
- Excellent computer and IT skills (specifically in Microsoft Excel, Word and accounting software).
- Diligent and trustworthy person who pays appropriate attention to detail.
- Excellent teamwork and social skills.
- Professional, cooperative, efficient and effective work attitude.
- Ability to work independently.
- Excellent planning and organizational skills. Must be able to predict risks and propose alternative solutions.
- Intermediate knowledge of English is desirable.
Treasury
- Control compliance with administrative and financial regulations at the Colombian country level and proactively report on potential risks.
- Petty cash management.
- Processing weekly payments to suppliers or others.
- Management, delivery, and control of advances for the work team’s field trips.
- Refund management.
- Expense forecast and transfer request from headquarters
Accounting
- Recording petty cash transactions on the SAGA spreadsheet
- File of accounting records.
- Contribute to compliance with legal and donor accounting requirements.
- Active collaboration and preparation of documentation during internal or external audits.
Project management
- Contribute to the financial and administrative management of projects in Colombia in all phases, in coordination with the Humanitarian Coordinator and the Financial/Administrative and Technical Coordinators.
- Contribute to the development of budgets for new or updated donor proposals.
- Contribute to the planning and execution of logistics processes in coordination with the Humanitarian Coordinator, Project Managers, and the Logistics Coordinator.
PEAS
- Examine past violations of the Sexual Exploitation and Abuse Protection Policy, as well as violations of other codes of conduct and policies (such as fraud, corruption, or abuse of power), during the recruitment process
- Ensure that all staff sign the organization’s code of conduct
- Incorporate a clause relating to the PEAS into contracts and contractual agreements formalized with staff, also when subcontracting.
- Facilitate communication with staff during investigations initiated following a SEA complaint
- Maintain staff documents linked to the PEAS, in particular signed codes of conduct
How to apply
The employee may be asked to take on duties and tasks not included in this job description within the scope of his or her responsibilities, as well as to support other areas when necessary.*
The main location of the project is Quibdó, Chocó. However, for the successful development of project activities and HEKS EPER’s strategy in the area, frequent business trips to hard-to-reach locations in the departments of Chocó and Antioquia will be necessary.
The contract will last 12 months, with a possible renewal. The contracting process is expected to conclude by the end of April 2025.
You may send your CV and cover letter to the following email: colombia.hekseper@gmail.com , you must write the following in the subject line: “ADMINISTRATIVE ASSISTANT/ADMINISTRATOR – APPLICATION”, the deadline for receiving your application will be April 6, 2025 until 11:59 pm
If you have not been contacted by us via email within 10 business days, please consider that you were not selected.
