Asistente de Programas Baja Verapaz

Position Overview

Plan International, a global organization operating in 75 developing countries across Africa, Asia, and the Americas, is seeking a dedicated Asistente de Programas to join our team in Baja Verapaz, Guatemala. Our mission is to advance the rights of children and promote gender equality by delivering high-quality, sustainable programs that empower marginalized communities. This role is critical in ensuring the smooth administrative and operational execution of our programs, aligning with our commitment to child protection, inclusivity, and non-discrimination.

Key Responsibilities

As the Asistente de Programas, you will serve as a vital link between the Program Unit, Community Facilitators, and various support departments, ensuring seamless coordination and adherence to corporate policies and procedures. Your responsibilities will include:

• Administrative Coordination: Manage and streamline administrative processes, including project documentation, procurement plans, and interdepartmental communication, to ensure alignment with budgetary, strategic, and indicator targets.
• Stakeholder Engagement: Facilitate effective communication between Community Development Facilitators, Program Coordinators, Territorial Coordinators, and external entities such as ministries, municipalities, and technical networks to support programmatic actions.
• Document and Information Management: Consolidate, distribute, and safeguard both physical and digital documentation, including meeting minutes, project reports, and procurement requisitions, ensuring compliance with internal and external regulations.
• Procurement and Financial Support: Assist in processing purchase requisitions, tracking purchase orders, and managing petty cash funds to maintain efficient financial operations. Prepare payment requests and liquidation formats in accordance with corporate policies.
• Logistical and Operational Support: Coordinate the receipt, distribution, and tracking of equipment and supplies required by the Program Unit, as well as manage vehicle-related controls, including fuel vouchers and coordination.
• Event and Meeting Support: Organize and support interinstitutional coordination events, ensuring all logistical and administrative requirements are met.
• Visitor and Communication Management: Provide professional and courteous reception services for visitors and external stakeholders, ensuring clear and respectful communication to uphold Plan International’s standards of service excellence.

General Responsibilities

In addition to the core functions outlined above, the Asistente de Programas will be expected to:

• Ensure compliance with Plan International’s corporate policies, including child protection and gender equality frameworks.
• Promote a positive and inclusive work environment through proactive participation and professional commitment.
• Monitor and support the implementation of programmatic agreements, including tracking reports and execution plans.
• Ensure the availability of necessary supplies and resources to enable team members to perform their duties effectively.
• Manage petty cash funds with integrity and accountability to support operational needs.

Qualifications and Skills

To excel in this role, candidates must meet the following requirements:

• Experience: Minimum of two years in a similar administrative or program support role, preferably within an NGO or development organization.
• Technical Proficiency: Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with enterprise resource planning (ERP) systems, such as SAP, are essential. Quick adaptability to new software and tools is highly desirable.
• Communication Skills: Excellent written and verbal communication abilities in Spanish, with proficiency in English as a strong asset. Strong interpersonal skills to engage effectively with diverse stakeholders.
• Organizational Abilities: Demonstrated capacity to manage multiple tasks, prioritize deadlines, and maintain meticulous attention to detail in a fast-paced environment.
• Ethical Commitment: A deep understanding of and commitment to child rights, gender equality, and non-discrimination principles, with a proactive approach to upholding these values in all professional interactions.

Plan International is an equal-opportunity employer and values diversity in its workforce. We encourage applications from all qualified candidates, regardless of race, color, gender, age, disability, sexual orientation, religion, or political affiliation. Join us in our mission to create a world where every child can thrive and reach their full potential.