Accountabilities

Administrative & Operational Support

• Provide advanced administrative and logistical support for the planning and implementation of project activities, including meetings, workshops, andtrainings.

• Coordinate activitylogistics, including venue arrangements, participant tracking, materials preparation, and on-site support.

• Support scheduling, coordination of meetings, and preparation of basic documentation whenrequired.

• Maintain effective communication with project staff and support teams tofacilitatetimelyimplementation of activities.

Procurement & Vendor Support

• Maintain and update the project’s procurement tracker and follow up on related administrative processes to supporttimelycompletion.

• Support the identification of local service providers for project activities, including venues, catering, printing, and transportation services.

• Assistin the preparation of procurement-related documentation, including scopes of work, quotations, and vendor comparison matrices,in accordance withorganizational procedures.

• Support the collection and organization of vendor quotations andrequireddocumentation for procurement processes.

• Follow up on procurement processes and vendor deliverables to ensuretimelycompletion of administrative requirements.

• Coordinate with relevant teams (Procurement, Finance, and Project staff) to support procurement processes in compliance with organizational policies.

Financial & Administrative Tracking Support

• Support administrative processes related to payments, including compilation of documentation for invoices, reimbursements, and vendor payments.

• Track activity-related expenses andmaintainorganized records to support budget monitoring and financial follow-up.

• Follow up on pending payments, documentation, and administrative processes to ensuretimelycompletion.

• Maintain organized records of financial and administrative documentation related to project activities.

Documentation & Compliance Support

• Maintain organized electronic and physical filing systems for project documentation, ensuring compliance with organizational policies.

• Review documentation for completeness and accuracy prior to submission, following established guidelines.

• Support the preparation, formatting, and organization of documentation for internal reporting, audits, and compliance processes.

• Assist the Project Manager in compiling, formatting, and organizing inputs for project deliverables, including progress reports, workplan trackers, desk review summaries, stakeholder briefs, and meeting minutes.

• Ensure that administrative processes and documentation are aligned with organizational procedures and donor requirements.

Applied Knowledge & Skills:

• Strong organizational and coordination skills, with the ability to manage multiple administrative and operational processes simultaneously.

• Ability to review and organize information witha high levelof attention to detail, ensuring completeness and accuracy of documentation.

• Working knowledge of administrative, procurement, and financial support processes within project environments.

• Ability to support procurement processes, including vendor identification, documentation preparation, and follow-up within established procedures.

• Ability to track administrative and financial processes, including payments, expenses, and supporting documentation.

• Strong problem-solving skills, with the ability toidentifyissues and follow up on pending actions within defined processes.

• Ability to communicate effectively andmaintainprofessional interactions with internal teams, service providers, and external stakeholders.

• Strong written and verbal communication skills in Spanishrequired.

• Strong written and verbalproficiencyin English preferred.

• Ability to work independently while following established procedures and guidance.

• Proficiencyin Microsoft Office Suite and ability to manage electronic filing and documentation systems.

Supervision Given/Received:

• Reports to the Program Manager of the STRIDES Project in Guatemala and works in close coordination with project staff and the People and Culture Associate, asrequired.

• Works with a moderate level of independence in carrying out assigned administrative and operational tasks, following established procedures and guidance.

• Has no supervisory responsibility.

Education:

• Bachelor’s degreerequiredin Business Administration, Public Administration, Finance, Logistics, Procurement, Project Management, ora relatedfield.