Administrative and Logistics Assistant for Sustainable Electronics Sector Project in Mexico

Result of ServiceThis Country Administrative and Logistics Assistant Consultant is essential for the smooth operation of the project by maintaining proper documentation, coordinating meetings, and streamlining financial tracking. The Country Administrative and Logistics Assistant Consultant will act as a liaison between UNEP-IETC, national partners, vendors, and service providers, ensuring the timely execution of project activities. The Country Administrative and Logistics Assistant Consultant will ensure: • Efficient and timely administrative and logistical functions to facilitate the project’s smooth implementation. • Accurate financial and procurement documentation in compliance with UNEP regulations. • Well-organized meetings, workshops, and travel logistics for project personnel and stakeholders. • Proper coordination and communication with project partners and service providers. Under the overall supervision of the Regional Officer for Chemicals and Waste based in Mexico and by UNEP International Environmental Technology (IETC) Project Manager, the Administrative and Logistics Assistant Consultant will execute the following tasks: A. Administrative and Office Functions 1. Provide general administrative contributions to the project team, ensuring smooth day-to-day operations. 2. Maintain electronic and physical records of project documents, reports, and correspondence. 3. Collaborate in the preparation of contracts, MoUs, and official letters, ensuring proper documentation and processing. 4. Manage office supplies and equipment, coordinating maintenance and procurement as needed. 5. Serve as the primary administrative liaison between UNEP-IETC, partners, and national agencies. B. Financial and Procurement Functions 6. Bolster the monitoring and tracking of project expenditures to ensure budget compliance. 7. Contribute to processing payments, invoices, and financial transactions in accordance with UNEP financial procedures. 8. Prepare and review financial documentation for audits and reporting. 9. Collaborate with the procurement of goods and services, ensuring compliance with UN and UNEP procurement guidelines. 10. Maintain a database of vendors, suppliers, and service providers, ensuring cost-effectiveness and timely service delivery. C. Logistics and Event Coordination 11. Organize logistics for project-related events, workshops, and conferences, including venue booking, catering, and participant coordination. 12. Handle travel arrangements for project staff, stakeholders, and international visitors, including ticketing, visa processing, and accommodation. 13. Handle meeting coordination, including scheduling, preparing agendas, and ensuring necessary materials and equipment are available. 14. Provide administrative guidance during virtual and in-person meetings, ensuring smooth execution. 15. Maintain and update a calendar of project activities, including key deadlines, reporting schedules, and partner engagements. D. Stakeholder Communication and Reporting 16. Contribute to the correspondence with project stakeholders, ensuring timely responses and follow-ups. 17. Prepare summary reports and meeting minutes for internal and external stakeholders. 18. Maintain a contact database of stakeholders, including government agencies, industry representatives, and civil society organizations. 19. Bolster the preparation and dissemination of communication materials, presentations, and reports. 20. Update and maintain the project’s online collaboration platforms and shared drives. Work LocationMexico City, Mexico Expected duration10 months Duties and ResponsibilitiesThe United Nations Environment Programme (UNEP)is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The UNEP Latin America and the Caribbean Office (LACO), located in Panama City, Panama works closely with the 33 countries of the region and its activities are integrated into the Medium-Term Strategy and the Programme of Work approved by the United Nations Environment Assembly (UNEA). To accomplish this, UNEP´s Headquarter and its Regional and Country offices work with a wide range of partners, including other United Nations entities, international organizations, national governments, non-governmental organizations, the private sector and civil society. The UNEP Latin America and the Caribbean Office (LAC Office), located in Panama City is supported by UNEP Mexico´s Country Office, located in Mexico City and, since 2020, the Representative Office of UNEP in Mexico acts as Focal Point to support UNEP´s Programme of Work in Guatemala. UNEP´s Mexico Country Office collaborates with the Mexican and Guatemalan governments and other stakeholders in areas ranging from low carbon and resilient growth, resources efficiency, environmental governance, to projects on ecosystems and climate change, and supports Mexico in its transition to a low carbon and green economy. The overall objective of the UNEP’s Industry and Economy Division at the UNEP Headquarters is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities. As part of the Industry and Economy Division, UNEP International Environmental Technology Centre (IETC) works with developing countries to implement sustainable solutions to environmental challenges, with a focus on holistic waste management. UNEP-IETC provides technical and advisory support to national and local governments to enhance their use of environmentally sound strategies and approaches. UNEP-IETC also implements in-country demonstration projects using innovative waste prevention and management methods and technologies to improve human well-being, reduce the impact of climate change, increase resilience and create jobs. Working with a wide range of partners and in line with relevant multilateral environmental agreements, UNEP-IETC mission is to serve as a global center of excellence on environmentally sound technologies with focus on holistic waste management. Under the Medium-Term Strategy (MTS) 2022–2025, UNEP developed a waste management programme aimed at achieving zero waste, which includes waste electrical and electronic equipment (WEEE). Additionally, under the same MTS, the Circularity in Sectors programme was established, identifying the electronics sector as one of the priority high-impact sectors, leading to the development of the “Circularity in the Electronics Sector” project. To achieve these ambitious objectives, the project’s intervention strategy focuses on three key areas: 1. Generating scientific, economic, industrial, and financial evidence to influence policies on circular electronics and encourage the adoption of sustainable business strategies. 2. Building alliances and partnerships to drive the industry toward circular practices, ensuring coordinated action among key stakeholders. 3. Implementing circular electronics projects that demonstrate the effectiveness of circularity, providing a proof of concept for industry transformation. Under this project, UNEP-IETC and UNEP Mexico’s Country Office will implement a Circularity in the Electronics Sector initiative in Mexico, focusing on: 1. Establishing strategic partnerships. 2. Updating the e-waste inventory in Mexico. 3. Assessing and strengthening the legal framework. 4. Designing an integrated circular economy roadmap for the electrical and electronic sector. The Country Administrative and Logistics Assistant Consultant role is crucial for ensuring the efficient execution of administrative, financial, and logistical aspects of the \"Strengthening Circularity in the Electronics Sector in Mexico\" project. The incumbent will contribute to the Project Coordinator and the UNEP-IETC team by handling office management, procurement, event logistics, and travel arrangements while ensuring compliance with UNEP and UN administrative regulations. This role is essential for the smooth operation of the project by maintaining proper documentation, coordinating meetings, and streamlining financial tracking. The Administrative and Logistics Consultant will act as a liaison between UNEP-IETC, national partners, vendors, and service providers, ensuring the timely execution of project activities. In this sense, UNEP Mexico will need and administrative and logistics assistant consultant to bolster the implementation of activities of the Circularity in the Electronics Sector initiative in Mexico and to collaborate with the project team located in the five regions mentioned above. The Administrative and Logistics Assistant Consultant will be supervised by the Regional Officer for Chemicals and Waste based in Mexico and by UNEP International Environmental Technology (IETC) Project Manager and will work 40 hours per week, from Monday to Friday, full time at UNEP Mexico’s Office located in Mexico City, Mexico. Qualifications/special skillsACADEMIC: - A Bachelor’s degree in administration, finance, logistics, project management, international relations, or a closely related field is required PROFESSIONAL: - Seven (7) years of experience in administration, finance, logistics, diplomacy, or project administrative tasks is required. - Experience engaging with government agencies, private sector or academia stakeholders is desirable. - Experience in handling procurement, event coordination, and travel logistics for large-scale projects is desirable. - Familiarity with UN administrative and financial procedures is desirable. - Prior experience working on environmental or circular economy projects is desirable. LanguagesLANGUAGE: - Fluency in Spanish is required, - Fluency in English is required. Additional InformationSPECIAL KNOWLEDGE AND SKILLS: - Ability to work independently and manage multiple priorities under tight deadlines is desirable. - Excellent financial tracking and budget monitoring skills is desirable. - Strong organizational and multitasking skills is desirable. - Proven ability to manage different stakeholders is desirable. - Be computer literate in standard software applications is desirable. - Knowledge of Excel and other database programs is desirable. - Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views is desirable. - Ability to deliver timely and high-quality results under tight deadlines is desirable. - Excellent coordination skills, and an ability to follow instructions, work under pressure as a part of a team, or independently as required. Excellent attention to detail is desirable. COMPETENCIES: Professionalism: Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situation. Integrity: Demonstrates the values of the United Nations in daily activities and behaviours; Acts without consideration of personal gain; Resists undue political pressure in decision-making; Does not abuse power or authority; Stands by decisions that are in the Organization’s interest, even if they are unpopular; Takes prompt action in cases of unprofessional or unethical behaviour. Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise, is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client. No FeeTHE 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.