Logistics Assistant

The United Nations Development Programme (UNDP) works in about 170 countries and territories to eradicate poverty, reduce inequalities and exclusion, and foster resilience. UNDP Guatemala contributes to national efforts toward sustainable, resilient, equitable and inclusive development. Under the institutional strengthening sub-portfolio of the Democratic Governance area, a professional in logistics, operations management, and administrative management is to be hired. The Logistics and Operations Support Assistant, under the direct supervision of the Democratic Governance Project Coordinator and general supervision of the Program Officer, will be responsible for providing operational and logistical support to institutional strengthening projects. Scope of Work: 1. Operational and Administrative Management: - Manage small procurement processes and supplier payments per UNDP (POPP) regulations. - Update internal management systems for requisitions, POs, and receipt of goods/services. - Maintain rigorous archives of operational, financial, and contractual documents for audits. - Proactively identify and manage risks. - Draft and review official correspondence and technical follow-up notes. - Ensure timely responses to daily operational requests. - Participate in planning and coordination meetings. - Consolidate databases of counterparts, departmental authorities, and key providers. - Collect quantitative inputs and verification means (attendance lists, photos, surveys) for reports. - Manage project asset inventory per UNDP (POPP). 2. Logistical Support for High-Level Events: - Provide integral logistical support for international expert missions, workshops, forums, and high-level meetings. - Coordinate venue reservations, audiovisual equipment, transport, and catering. - Develop and follow logistical schedules ensuring diplomatic and security protocols. - Monitor supplier commitments for quality and timing. 3. Mobilization and Field Deployment Logistics: - Coordinate travel requests, transport, accommodation, and per diems for field missions. - Maintain a territorial directory of local authorities and technical links. - Organize logistics for training programs in departments. - Coordinate secure shipping and distribution of technical materials and equipment. - Collect physical verification means (signed attendance lists, reception acts) for financial execution. Institutional Agreement: Reports to the Democratic Governance Project Coordinator and generally to the Program Officer. Located in UNDP offices in Guatemala with possible missions to prioritized territories. Minimum Qualifications: - Secondary Education degree required. - University studies (Bachelor's) in Business Administration, Economics, Social Sciences, Project Management or related field is favorable but not required. - Experience: Minimum 5 years with Secondary Education or 2 years with a Bachelor's degree in logistical assistance, operations, inventory management, or travel management. Required Skills: - Experience in logistical organization of activities, workshops, and events. - Experience in administrative management of social projects. - Experience in drafting official documents and generating databases. - Proficiency in Word, Excel, and PowerPoint. - Fluency in Spanish is required; basic knowledge of English.