Terms of Reference – Administrative Assistant
Organization: 3iS
Office Address: Calle 92 #15-78
Job Title: Administrative Assistant
Contractual Domicile: Bogotá DC
Type of Contract: Fixed-term Employment Contract.
Expected Start Date: February 9, 2025
Contract termination date: April 30, 2026
Fees: COP 2,000,000– COP 4,000,000
Organization
3iS is an international non-profit organization that provides information management services to humanitarian and development organizations, enabling partners to make informed decisions that ultimately deliver high-quality, targeted assistance to the world’s most vulnerable populations. 3iS transforms data into information and creates knowledge for decision-makers operating in conflict, disaster, post-disaster, and recovery environments, as well as other complex emergency and development contexts.
Context
The main objective of this project is to strengthen coordination among humanitarian actors through the analysis, evaluation, and provision of synergistic information management services. This initiative will promote information sharing among humanitarian actors to improve decision-making and optimize response capacity.
EVIDEM organizations will share their experiences, knowledge, and lessons learned to achieve this goal. The proposed activities, along with the expertise of each organization in the consortium, not only complement each other but also align with Flagship Initiative 1, establishing a collective coordination structure for information management to serve humanitarian organizations. This will facilitate a people-centered approach, ensuring that their priorities, needs, and capacities are at the heart of all actions.
Leveraging its expertise in humanitarian coordination mechanisms and capacity building in information management, 3iS seeks to strengthen and empower humanitarian partners, enabling them to leverage and optimize tools, technologies, platforms, and best practices in information management to respond more effectively to humanitarian crises.
Job Description
Provide operational, administrative and technical support to the organization’s administration, human resources, purchasing and logistics processes, ensuring proper document management, monitoring of internal procedures and timely compliance with institutional policies, contributing to operational efficiency and the proper functioning of support areas.
This position reports to the Head of Administration based in Colombia.
Main responsibilities and functions
- Perform administrative and operational support activities in accordance with institutional procedures and guidelines.
- Manage, organize and archive administrative, contractual, financial and logistical documentation, ensuring its updating, integrity and confidentiality.
- Develop and update administrative databases and internal records.
- Support the preparation of administrative reports, periodic reports, and monitoring charts.
- Support the logistical organization of meetings, workshops, training sessions, and institutional events.
- Follow up on administrative procedures, internal requests, and established schedules.
- Support the processes of acquiring goods and services, in accordance with the organization’s internal policies and purchasing procedures.
- Request and consolidate quotes, perform price comparisons, and support the preparation of purchase orders.
- Manage and track approved purchase requests, ensuring their traceability.
- Support the verification of deliveries of goods and services, ensuring their conformity with purchase orders.
- Keep up-to-date records and files of purchasing processes and suppliers.
- Manage travel logistics, per diem, accommodation and transportation, in accordance with internal policies.
- Support the recruitment and selection processes, including receiving, organizing and verifying resumes, references, and security studies.
- Support induction processes, performance evaluation, employee well-being, SG-SST and training.
- Comply with and promote compliance with internal policies, internal work regulations and Occupational Health and Safety standards (SG-SST).
- Attend to the instructions and requirements of the immediate supervisor related to the position.
- Support other administrative, human resources, purchasing and logistics functions that arise from the operational needs of the organization
MINIMUM QUALIFICATIONS:
Education
Technician, technologist or professional in Business Administration, Administrative Management, Human Resources, Logistics, Accounting or related areas
Experience
To be eligible, applicants for this position must have at least three years of experience in administrative roles, human resources, purchasing, and/or logistics. Experience in document management, administrative processes, and human talent management support is required. Experience in purchasing processes, supplier management, and logistical support is desirable. Experience in organizations within the social sector, international cooperation, or humanitarian sector is also desirable.
Technical Skills
- Intermediate-advanced handling of office tools (Word, Excel, PowerPoint).
- Basic knowledge of labor legislation, administrative processes and purchasing.
- Knowledge of purchasing procedures.
- Ability to organize, monitor and control documents.
- Preparation of administrative and logistical reports.
- Responsible and confidential handling of information.
- Knowledge of internal control and financial risk management.
- Organization and planning.
- Teamwork and effective communication.
- Focus on compliance with procedures and results.
Languages
Fluency in Spanish (spoken and written) is required, and intermediate knowledge of English is desirable.
Responsibility to the beneficiaries
Staff are expected to respect the principles of accountability to beneficiaries of 3IS programs in line with international standards, while actively involving beneficiary communities as equal partners in the design, monitoring and evaluation of 3IS projects.
GUIDING PRINCIPLES:
Staff are expected to respect local culture and 3IS policies, procedures and values ​​at all times.
3IS has zero tolerance for harassment, sexual exploitation and abuse, human tracking, and child abuse and exploitation. Any violation of these principles and policies will be treated as a serious offense.
3IS is an equal opportunity employer regardless of background. 3IS may conduct reference checks with other organizations regarding matters related to sexual harassment, exploitation, and abuse.
Deadline January 27, 2026: Statement: Candidate assessment will be ongoing and the position may be filled before the application deadline