Administrative Assistant
Qualifications of Administrative Assistant:
- Location: Bolivia
- Vacancy No: 28055
- Salary: N/A
- Organization: UNDP United Nations Development Programme
- Deadline: 8/07/2025
Brief details about Administrative Assistant:
About
Information about the organization that has offered the job:
The United Nations Development Programme (UNDP) in Bolivia focuses on promoting a transition to clean energy, fostering environmental sustainability to preserve biodiversity and addressing people-centered climate change, and assisting in effective risk management.
Strategic actions are being promoted for the protection of biodiversity and native forests, especially in the Amazon region, one of the most diverse in the world. Through the GEF-8 Amazon Sustainable Landscapes Phase 3 (ASL3) program, the implementation of effective governance measures and innovative financial mechanisms is being promoted to protect the livelihoods of local communities, including indigenous territories (TIOCs) and subnational protected areas. These actions seek to address threats such as deforestation, habitat fragmentation, biodiversity loss, illegal logging, wildlife trafficking, and the effects of climate change.
In the energy sector, UNDP supports the transition to clean and efficient technologies through the BDP Eco-Efficiency Program, aimed at small, medium-sized, and large enterprises. This program seeks to accelerate the adoption of low-energy and low-emission solutions in key sectors such as agriculture, livestock, manufacturing, tourism, and recycling. The goal is to generate global environmental benefits, such as reduced CO₂ emissions and the responsible management of chemicals and hazardous waste, thus contributing to climate change mitigation.
Sustainable finance is another key focus of UNDP’s work, integrating environmental, social, and governance (ESG) criteria into investment decision-making. It promotes responsible investment, the use of green and social bonds, ESG risk management, and transparency in impact reporting. These tools allow resources to be channeled toward projects that not only generate economic returns but also social and environmental benefits, strengthening long-term sustainable development.
Finally, UNDP supports the Plurinational State of Bolivia in strengthening its technical and institutional capacities to meet its international commitments on climate change. This includes the preparation and presentation of the First Biennial Transparency Report (1BTR), the Fourth National Communication, and the Second Biennial Transparency Report (4CN/2BTR), within the framework of the UNFCCC and the Paris Agreement. In addition, efforts are being made to create an enabling environment for the implementation of NDC 3.0 through enhanced national and subnational coordination and active stakeholder engagement.
Duties and Responsibilities
Under the direct supervision of the Administrative Associate, the Administrative Assistant will perform his/her duties in all related areas for the assigned Project, complying with UNDP administrative standards and procedures in the performance of his/her work, focusing on achieving the following activities and/or results:
1. Support the project’s procurement processes.
- Issue requests to initiate processes, prepare quotes, compare tables, review contracts, service or purchase orders, etc., ensuring they meet standards of transparency, fairness, timeliness, effective competition, integrity, and value for money.
- Initiate procurement processes for larger amounts, following the Procurement Unit’s procedures and compiling requirements that must have been reviewed by the technical department and project management.
2. Support the logistics of workshops, seminars, discussions, and other events previously defined in the project.
- Coordinate with local counterparts, verifying compliance with the preconditions for its implementation.
- Prepare the logistical materials for carrying out the project events (stationery, flipcharts, participant lists, equipment, documents, etc.).
- Support the contracting processes for the services required by the event.
- Assist in managing the travel plan for the team, workshop attendees, and consultants, including coordinating the booking and purchase of airfare, calculating and paying travel expenses, compiling travel reports in a timely manner, and following up on the closure of the travel process, in accordance with UNDP regulations.
3. Support the financial management of the project.
- Assist in the preparation of payments, vouchers, supplier registration, and the timely issuance of e-requisitions and Purchase Orders (POs), verifying supporting documentation in each case.
- Assist with the preparation of Advance Funds requests, preparing budgets and justifications, and subsequently monitoring, reviewing, and controlling the releases to be submitted to the finance unit, ensuring they comply with UNDP requirements.
- Assist with the monitoring of consulting contracts by product, payment processes, and the collection of supporting documents.
- Support with budget reviews and issuance of reports in the system.
- Prepare monthly compliance reports on the degree of execution of planned activities and budget execution.
- Maintain project tracking systems up to date with budget execution and procurement information for monitoring and decision-making.
4. Support in project administration .
- Support the management and physical and digital archiving of the administrative area, related to all processes carried out in the project.
- Maintain an updated record of fixed assets and supplies and periodically validate their proper safekeeping through physical inventories.
- Support with sending and receiving correspondence.
- Reconcile documentation with the Program and Operations units on everything related to project execution.
5. Support all relevant project activities to achieve the goals and objectives, according to the project work plan .
The incumbent performs other duties within his or her functional profile that are deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
| Achieving results: | Level 1: Plans and monitors own work, pays attention to details, delivers quality work within established limits. |
| Think innovatively: | Level 1: Open to creative ideas/known risks, solves problems pragmatically, makes improvements. |
| Continuous learning: | Level 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback. |
| Adapt with agility: | Level 1: Adapts to change, handles ambiguity/uncertainty constructively, is flexible. |
| Act with determination: | Level 1: Shows determination and commitment, able to respond calmly to adversity, confident. |
| Participate and join: | Level 1: Show compassion/understanding towards others, form positive relationships. |
| Facilitate diversity and inclusion: | Level 1: Appreciates/respects differences, recognizes unconscious biases, confronts discrimination. |
| Thematic Area | Name | Definition |
| Institutional management | Communication | Communicate clearly, concisely, and accurately, both in writing and verbally; personalize messages and select communication methods based on the audience. ‡Ability to manage internal and external communications through media, social media, and other appropriate channels. |
| Acquisitions | Contract management | Knowledge of the concepts, principles, and methods of contract management, as well as the ability to apply them in strategic or practical situations. |
| Digital | Creative facilitation | Ability to design workshops that consider and address multiple interests, agendas, and perspectives; establish clear objectives and engaging activities; and select appropriate tools, materials, and resources to facilitate or support these activities.
Ability to quickly establish trust with participants and create a safe space (both online and in person) where they feel comfortable sharing their opinions, concerns, experiences, and reflections; complementing this with a variety of tools that encourage active participation. Ability to facilitate inclusive conversations, working with a diverse set of people with different backgrounds, levels of seniority in the profession and experience, through the use of approaches tailored to participants, welcoming everyone’s perspectives and ideas, and making decisions through group deliberation and debate. Ability to moderate the pace of a session and adapt to the capabilities and energy levels of participants, as well as the nature or purpose of an exercise. Flexible and able to improvise, adapt and change approaches as required, while respecting the purpose and objectives of the session. |
| Finance | Accounting (general) | Possess knowledge of accounting concepts, principles, frameworks, standards, regulations, policies, and trends, as well as the ability to apply them to practical strategies and situations. |
| General (for all functions) | Event planning and execution | Ability to plan, manage, and execute public and private events that ensure the advancement and expansion of individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate. |
Required Skills and Experience
- Secondary Education (Bachelor of Humanities) is a requirement.
- University studies (Bachelor’s level) in economics, finance, administration, and accounting will be given due consideration, but are not a requirement.
- Minimum 5 years (with secondary education) or 2 years (with a university degree) of experience in administrative/financial support of projects.
Required Skills:
- Experience in procurement processes will be valued favorably.
- Experience in preparing advance fund releases will be highly valued.
- Experience in logistics and workshop/event organization will be highly valued.
- Management of ERP (enterprise resource planning) systems at the user level.
Desired skills, in addition to the competencies mentioned in the competencies section:
- Experience and knowledge of national financial and accounting standards and regulations
- Experience in the United Nations System, International Organizations and/or projects with funds from International Cooperation will be valued favorably.
- Experience in the area of environment in administrative departments will be valued favorably.
- Experience in administrative/financial/procurement procedures within the United Nations System will be valued favorably.
- Intermediate/advanced knowledge of systems applications under the Microsoft Office platform.
Required Language(s)
- Fluency in Spanish (required).
Professional Certificates
UNDP reserves the right to request physical verification documentation from applicants who qualify for the final stage or from the winner of the selection process.
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.