Rebeca Castellanos Martínez

• Manage multiple project activities simultaneously, ensuring timely completion and high-quality output, for strengthening of institutional capacities of Costa Rican authorities to combat human trafficking and smuggling of migrants.
• Establish clear lines of communication between all parties involved in activities, preventing misunderstandings or miscommunications from jeopardizing outcomes.
• Improve project efficiency by streamlining communication and collaboration among team members.
• Maintain detailed documentation of project progress, facilitating smooth handovers and seamless transitions between phases of implementation.
• Present regular status updates to stakeholders, keeping them informed of progress toward established milestones.
• Collaborate with stakeholders to define project scope, goals, and deliverables, ensuring alignment with business objectives.
• Coordinate cross-functional teams to achieve project objectives and meet deadlines.
• Optimize resource allocation by closely monitoring project progress and adjusting as needed to maintain efficiency.
• Mentor junior team members, fostering a supportive environment conducive to professional growth and development.
• Manage project timelines to accommodate unexpected changes without compromising on deliverables.
• Develop comprehensive project plans to guide teams through execution and delivery phases.
• Monitor project progress and identify potential risks and issues.
• Develop and maintain project documentation, including timelines and milestones.
• Facilitate meetings and report project status to upper management.
• Provide mentorship and guidance to team members to enhance project outcomes.

• Reconciled statements and accounts and resolved variances.
• Managed accounts payable processes, ensuring prompt payment of invoices while avoiding duplicate payments or late fees.
• Assisted in auditing projects by compiling information and discovering fraud, embezzlement and liabilities.
• Managed all administrative tasks and supported project team in executing tasks efficiently.
• Prepared and reviewed financial reports and budget ensuring accuracy and compliance.
• Collaborated with team members to develop project plans and timelines to meet deadlines.
• Assisted in identifying cost-saving opportunities and improving financial processes for projects.

• Provided general office management support .
• Monitored projects implementation to provide optimal delivery of programmatic goals, from budgetary reviews and proposal to Operations Officer to supporting budgeting efforts for Programme Colleagues.
• Managed physical and digital files relevant to acquisitions and vendors, monitored spreadsheets and updated reports to support project implementation such as ECHO, COSUDE and Japan collaboration project with Survive and Thrive programmatic component.
• Support to OPS Officer initiatives to improve efficiency of administrative processes to achieve organizational objectives and improve office efficiency drafting of SOPs for major processes, according to Supply Instructions Guide and Recommendations. Managed Service and supply contracts assigned to me, including all solicitation and purchase supporting documentation as per SD procedures and guidance and MDM records.
• Managed travel arrangements, including travel expenses management for Staff members and completed expense reports for travel reimbursement.
• Provided product shipment logistical support and quality control by coordinating and following up with vendors.
• Support to Representative and CMT s efforts to introduce use of HACT in Cuba for specific services under the Framework cooperation agreement.
• Successfully completed national and international services and goods acquisition processes, making sure about strict compliance with UNICEF policies and procedures, as well as best value for money.
• Worked with ORC in the implementation of Common premises effort under the UN reform, initial stage in Cuba
• Supervised 3 official vehicles drivers, managed transportation agenda, as well as compliance with UNICEF regulations on official vehicles usages.

Implemented effective inventory control procedures for stationery re stocking for Admin section/floor.

 Managed new hire trainings and onboarding to introduce employees on US State Department HR policies and procedures. Reviewed, proofread and edited documents to prepare for management signature.

 Arranged domestic and international travel, hotel and transportation needs for Management Officer.

 Coordinated and facilitated calendars to arrange appointments, meetings and conferences.

 Prepared agenda and collected materials to facilitate meetings, speeches and conferences.

 Provided English-Spanish translation and interpreting when required.

• Provided HR administrative assistance to management team. Offered reception coverage to relieve staff during absences or breaks, including Front Office for support to Ambassador s office.
• Assisted with arrangements for social events such as 4th of July and other high-profile Embassy activities.
• Supported accounting financial activities when understaffing matters required it, such as payroll disbursement to personnel. Managed organizational efforts by filing, entering data and answering phones.
• Managed and updated bulletin boards for local and international staff members with general security, leisure and housing information to offer guide and support to expat community and local staff.

• Tackled and addressed top-level, high-priority issues with professional administrative discretion, such as potential investors profile on Company projects like Bellomonte Golf Resort and Mariel Port Development.
• Project managament for ongoing Hotel Saratoga Joint Venture bussiness and Emperador Laguna Hotel in Cayo Coco. Coordinated meeting and work schedules for staff teams and executives, including Board of Directors and Shareholders Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
• Set up meeting and event logistics for senior management teams and updated calendars.
• Conducted research and collected and analyzed data to prepare reports and documents for year-end reports to Shareholders and Directors.
• Manage travel arrangements to provide executives seamless and travel policy-approved business trips.
• Followed proper accounting and bookkeeping procedures to support audits.
• Collaborated with internal teams to support long-term research, marketing and smaller ad hoc projects.
• Facilitated board meeting agendas and distributed support materials in advance for successful sessions.