RC Office Assistant

Result of Service

Through high-quality executive support, streamlined administrative operations, and coordinated financial and procurement processes, the IC ensures that the front office functions smoothly, stakeholder engagements are well-managed, and operational tasks are executed in full compliance with UN rules and procedure and safeguard the operational integrity and continuity of the RCO.

Work Location

Havana

Expected duration

2 months

Duties and Responsibilities

Executive & Office Support • Ensure efficient and confidential operation of the UNRC Front Office, managing information flow, protocol procedures, and follow-up on deadlines and commitments. • Maintain the RC’s calendar, coordinate appointments and meetings with high-level stakeholders, and prepare minutes as needed. • Screen incoming calls and correspondence, and share daily agendas with relevant offices and focal points. • Maintain filing systems for confidential materials in both digital and physical formats. • Support RCO staff in organizing meetings, appointments, and transportation arrangements. • Coordinate daily logistics, including IT, electricity, and climate control, in collaboration with relevant departments of UNDP. • Maintain and update high-level partner contact lists. • Uphold protocol procedures in all engagements and communications. Budget & Finance • Assist in the execution of the 2026 Budget. • Liaise with DCO LAC to perform monitor expenditures and review open commitments. • Process payment requests to UNDP as per the signed Service Local Agreement. General Administration, Procurement & Operational Support • Draft routine correspondence related to administrative, financial, audit, and personnel matters. • Manage travel and representation schedules, including ticketing, accommodation, security clearance, and official communications in liaison with DCO LAC and UNDP for local travel. • Support recruitment of CIC in liaison with DCO LAC. • Liaise with service units and internal teams at Headquarters and in the field. • Organize logistics for meetings, including venue rental, translation services, and procurement and liaise with DCO LAC for processing. • Respond to ad-hoc requests from the UNRC and provide flexible support across operational needs. • Coordinate procurement activities in a timely manner, including requisitions for goods, services, and consultants and send the information to DCO LAC for processing. • Administer contracts and maintain documentation for procurement activities. • Inspect and receipt goods/services, manage assets, and follow up on payments to vendors and consultants in liaison with DCO LAC. • Handle UN forms and permissions including grounds passes, property passes, and access cards.

Qualifications/special skills

High school diploma or equivalent is required. A minimum of three (3) year of experience in administrative services, finance, accounting, audit, human resources or related area is required. Work experience with the United Nations or similar international organization in Cuba is desirable.

Languages

Fluency in English and Spanish is required.

Additional Information

Not available.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.