Administrative Assistant, GS4, FTA, La Habana, Cuba

The Position:

The Project Administrative Assistant at UNFPA Cuba is responsible for providing administrative, financial, and logistical support for the management, coordination, and implementation of the project "Supporting the National Response to Gender-Based Violence in Cuba", signed in March 2024 and funded by the Government of Canada. 

In close partnership with the Federation of Cuban Women (FMC) and other key sectors (health, legal, law enforcement, and social-community), the position facilitates and supports capacity-building efforts, procurement, and logistical execution at both national and local levels to ensure a comprehensive, integrated, and survivor-centered response to gender-based violence. 

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff who embody these international norms and standards and will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact sustained results, ensuring effective external relations, communications, partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results

Job Purpose:

The Project Administrative Assistant is located in the UNFPA CUBA Country Office (CO) and reports to the Programme Analyst, Gender. The incumbent works closely with other programme and operations officers and contributes continuous operational support to ensure efficient, effective, and timely design and delivery of UNFPA CO’s country programme results and provides systematic administrative assistance, promotes corporate financial integrity and operational frameworks, and ensures that project administrative monitoring, budget execution, and financial reporting strictly align with both UNFPA's standards and donor’s requirements. 

You would be responsible for:

• Budget and Resource Management: Monitor the implementation of planned resources within UNFPA systems and platforms, making necessary adjustments and preparing budgets as required.
• Procurement: Coordinate with the Country Office to execute international and local procurement processes for resources and services, following all required procedures.
• Supply Chain Management: Inspect acquired supplies prior to distribution and follow up on agreed-upon distributions in coordination with the CO.
• Reporting: Assist the Programme Analyst in preparing reports and managing data within existing institutional platforms.
• Financial Monitoring: Provide relevant financial information to monitor fund implementation, identifying progress and challenges during the execution of acquisition strategies and supply distribution actions to maximize resource efficiency.
• Coordination: Establish necessary coordination with institutions and civil society organizations for the development of project actions.
• Field Logistics: Handle the logistical preparation for field missions related to monitoring, evaluation, and implementation.
• Financial Reporting: Support the preparation of financial monitoring and evaluation reports in accordance with UNFPA and donor requirements.
• Support to Counterparts: Assist national counterparts with administrative and logistical actions at both national and territorial levels. Provide training to local managers as needed.
• Representation: Assist the Head of the Country Office in her participation in conferences and other public events related to the project.
• Compliance: Ensure full compliance with UNFPA policies and procedures regarding human rights, ethics, and security.

Carry out any other activities as may be required by UNFPA leadership. 

Qualifications and Experience: 

Education:  

• Completion of secondary education is required.
• A university degree in fields related to Administration, Economics, Accounting, or closely related areas is highly desirable but not required.

Knowledge and Experience: 

Minimum of four (4) years of relevant experience in areas related to project administration and financial management.

• Experience in using computers and office software packages such as Windows and MS Office (Word, Excel, and PowerPoint).
• Previous experience in a UN Agency is an advantage.
• Ability to interpret financial rules, regulations and procedures and explain them clearly and concisely;
• Experience in Quantum, and proficiency in use of spreadsheets, word processing and computerized accounting systems desirable;
• Strong interpersonal and organization skills,
• Demonstrated ability to work in a team environment;
• Good writing and communication skills;
• Demonstrated ability to work in a team 

Languages: 

• Oral and written proficiency in Spanish, and working knowledge of English are required.
  
   

Required Competencies: 

Values:

• Exemplifying integrity, 
• Demonstrating commitment to UNFPA and the UN system, 
• Embracing cultural diversity, 
• Embracing change

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact.

Functional Competencies:

• Providing Logistical Support 
• Managing Data
• Managing Documents/Correspondence/Reports
• Managing Information and Workflow
• Planning, Organizing and Multitasking
• Supporting Financial Data Analysis

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.