Administrative Coordinator

Conservation International; Colombia; Presencial; COP 32.000.000 - 52.000.000; Jornada completa

Descripción de la vacante

Conservation International in Bogotá, Colombia, invites applications for an Administrative Coordinator role focusing on coordinating administrative, logistical, security, and safety processes to ensure efficient operations across CI's Colombia program.

The role requires 2–4 years in administration with budget and team supervision, plus strong MS Office skills. On-site position with occasional travel and extended hours, to support donors and staff.

Formación

• 2–4 years general experience, with at least 4 years in administrative management, logistics, or related roles.
• Experience supervising teams, managing administrative budgets, and optimizing resources; knowledge of data protection policies.
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook): Advanced use of Excel to perform analyses, consolidate reports, and monitor budgets.
• Inventory and fixed asset management: Familiarity with asset coding and traceability systems, ensuring they’re proper administration and control.

Responsabilidades

• Coordinate administrative processes, ensuring that all resources and services function properly and meet the organization’s standards.
• Comply with administrative policies and procedures that optimize CI’s operations.
• Coordinate the courier, reception, and general services departments.
• Ensure the availability of supplies and compliance with cleaning standards at the facilities.
• Maintain and coordinate the delivery of CICL’s legal documents to donors.
• Responsible for coordinating the ticket process for CICL staff.
• Monitor the use of the Skedda platform by all staff.
• Manage tickets reported to the Administrative department as needed.
• Responsible for the maintenance and overall smooth operation of the office, including overseeing the facilities, equipment, furniture, and services necessary to ensure an adequate, safe, and functional work environment. Also responsible for coordinating repairs, preventive maintenance, and promptly addressing any issues related to the facilities.
• Responsible for opening and closing the office while ensuring compliance with security protocols.

Conocimientos

Team supervision

Budget management

Data protection knowledge

Resource optimization

Administrative coordination

Educación

Professional degree in administration or related field

Herramientas

Excel

Word

PowerPoint

Outlook

Descripción del empleo

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in Bogotá-Colombia

The primary purpose of the Administrative Coordinator position at Conservation International Colombia is to coordinate and optimize the organization’s administrative, logistical, security, and safety processes, ensuring efficient operations aligned with CI’s internal policies. This role is key to maintaining the operational effectiveness of the areas under their responsibility, ensuring the optimal use of resources, regulatory compliance, and the projection of a professional image for the organization.

The Coordinator acts as a liaison between the operational needs of the departments and CI’s strategic objectives, providing a comprehensive approach that promotes transparency, efficiency, and sustainability in administrative, logistical, security, and protection processes.

Responsibilities

Administrative Management

• Coordinate administrative processes, ensuring that all resources and services function properly and meet the organization’s standards.
• Comply with administrative policies and procedures that optimize CI’s operations.
• Coordinate the courier, reception, and general services departments.
• Ensure the availability of supplies and compliance with cleaning standards at the facilities.
• Maintain and coordinate the delivery of CICL’s legal documents to donors.
• Responsible for coordinating the ticket process for CICL staff.
• Monitor the use of the Skedda platform by all staff.
• Manage tickets reported to the Administrative department as needed.
• Responsible for the maintenance and overall smooth operation of the office, including overseeing the facilities, equipment, furniture, and services necessary to ensure an adequate, safe, and functional work environment. Also responsible for coordinating repairs, preventive maintenance, and promptly addressing any issues related to the facilities.
• Responsible for opening and closing the office while ensuring compliance with security protocols.

Inventory Management

• Manage inventories by ensuring that all assets are coded, recorded, and reported correctly.
• Verify/audit fixed asset inventory lists to ensure their traceability.

Logistical Support For Events

• Coordinate logistics for internal and external events, ensuring proper planning.

Implementation Of Occupational Health And Safety Management Systems

• Lead the implementation of the system in accordance with current legislation.

Implementation of the Safety and Security System

• Lead activities related to CICL’s safety and security, in accordance with organizational guidelines.

Vehicle Management

• Monitor the vehicle usage log, ensuring preventive maintenance and regulatory compliance.
• Monitor the GPS system and update vehicle support records on the corresponding platform.

Contract And Agreement Management

• Validate and manage contracts and agreements, ensuring that all signing processes (physical or digital) comply with CI policies.

WORKING CONDITIONS

The position is an on-site role based in Bogotá. This position may involve travel for training and project monitoring purposes, as well as to meet program requirements; such travel may be by air or land as appropriate. On some occasions, this position will require working hours that extend beyond the usual schedule.

Qualifications

Required

• 2 to 4 years of general experience, with at least 4 years in administrative management, logistics, or related roles.
• Experience supervising teams, managing administrative budgets, and optimizing resources; knowledge of data protection policies.
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook): Advanced use of Excel to perform analyses, consolidate reports, and monitor budgets.
• Inventory and fixed asset management: Familiarity with asset coding and traceability systems, ensuring they’re proper administration and control.

Preferred

• Professional degree in administration, economics, accounting, or a related field.
• Specialization or additional training in administrative management, logistics, or finance is preferred.
• Internal and tax policies and regulations: Knowledge of expense reimbursement procedures, travel policies, and tax requirements related to DIAN and other regulatory agencies.
• Experience working at nonprofit organizations and/or NGOs.
• Basic proficiency in English.
• Excellent analytical, financial, and administrative management skills, as well as the ability to explain these concepts to diverse audiences.
• Organizational and time-management skills.
• Ability to work in teams, specifically in multidisciplinary groups.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize.
• Ability to work in environments with shifting priorities and tight deadlines.
• High level of collaboration and good interpersonal skills.
• Disciplined, Honesty, integrity, and discretion.

Conservation International is committed to providing equal employment opportunities to all individuals. We believe in hiring based on merit and qualifications, ensuring a fair and inclusive hiring process for everyone.