Project Administrative Coordinator

hace 11 horas

Bogotá Cundinamarca, Colombia Rainforest Alliance Colombia A tiempo completo

**Position summary**

Under the leadership of the Project Manager for the Resilient Amazon Landscapes project (REAL), and under coordination with the Finance and Compliance Managers for Latin America, the Administrative Coordinator will be responsible for providing support with planning, document preparation, meeting coordination and scheduling, procurement, compliance and administrative assistance to the Rainforest Alliance contributing to the management of the activities of the project. S/he will provide planning and financial support, manage agreements, coordinate logistics of various events (including visits). This position does not supervise staff members.

**Responsibilities**

  • The Rainforest Alliance’s Core Values are Impact, Change, Collaboration, Openness and Trust and as such they form the basis of the behaviours we demonstrate;
  • Assist in the preparation, integration, format and timely delivery of monthly, quarterly, annual narrative and financial reports in compliance with donor´s templates and regulations;
  • Provide administrative support to the entire project including information management, communications and meetings with donor, partners, and allies, logistics of events and ensure compliance of RA’s and donor policies and requirements;
  • Develop presentations, visual graphics, formatting of documents and translation of documents, as needed;
  • Participate in technical meetings, write minutes, record and follow up on action points;
  • Support the development and implementation of documentation and archiving structure/system on SharePoint and Project Management Platform (PMP);
  • Prepare and follow up on procurement plan for RA and implementing partners
  • Review the VAT exemption report to verify eligibility, allocability and allowability of the expense.
  • Responsible for purchases of supplies, equipment, materials, among others, in coordination with the project’s team:
  • Oversee agreement or contractual administration, including gathering all the documentation and drafting agreements in compliance with internal policies and procedures, donor requirements and best management practices.
  • Ensure consultants’ invoices and subcontractors or recipients of sub-agreements are reviewed for accuracy and proper documentation (fiscal local requirements);
  • Maintain awards and supporting documentation in RA’s designated contract database. Periodically review information in this database to ensure files are complete and up-to-date;
  • Maintain physical and electronic files and
  • Other duties assigned.

**Qualifications**

  • BA or BS Degree in Business Administration, Finance or related field.
  • Demonstrated ability (3 years) in planning and coordinating execution of activities, administrative tasks and managing / processing information related to projects in an NGO.
  • Demonstrated ability (3 years) working with projects funded by international donors.
  • Highly proficient in Microsoft Excel, Word, PowerPoint, Outlook, Power Bi.
  • Good writing, editing and verbal communication skills.
  • Written and verbal proficiency in English required.
  • Initiative, self-motivated, resourceful, detail-oriented, dependability, strong attention to detail. Excellent interpersonal skills with ability to interact culturally and linguistically with diverse internal and external individuals.
  • Ability to travel nationally.

**Job Level**: 6

**Salary**: Commensurate with experience

**Deadline**: 01 November 2024

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