Administrative Assistant

Panamá

Organization: UNDP - United Nations Development Programme
Location: Panamá
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
Closing Date: Closed

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Organizational Setting and Reporting Relationships:

The position Administrative Assistant is in the Operations and Advocacy Division (OAD), Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

This position-specific job opening is being advertised for the position of Administrative Assistant in Panama City, Panama. The incumbent will report to the Head of Administration and Finance Unit OCHA Regional Office for Latin America and the Caribbean (ROLAC).

Duties and Responsibilities

Responsibilities: Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistants.)

Procurement:

•   Support the local procurement management process and contractual aspects related to procurement of diverse services and commodities. Taking actions associated with procurement needs in ROLAC under the delegation of authority.
•   Support on supply sourcing including reaching out to potential suppliers and searching from different sources.
•   Monitor expiration of the contracts/leases and send reminders for timely submission of contract renewal.
•   Update the procurement tracking matrix and the Overview of Procurement table.
•   Resolves issues related to delivered goods, including discrepancies between purchase orders and quantities shipped or received.
•   Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc.

General Administration:

•   Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
•   Drafts routine correspondence.
•   Maintains files of rules, regulations, administrative instructions, and other related documentation.
•   Maintains up-to-date work unit files (both paper and electronic).
•   Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•   Performs other related administrative duties, as required, e.g., monitoring accounts and payment to vendors and individual contractors for services; inventory of furniture and office equipment, organizing and coordinating administrative arrangements for seminars, conferences, and translations.
•   Provide administrative and logistic support during conferences, workshop, and training sessions.

Contract Administration:
•   Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•   Assists monitoring the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
•   Assists processing the payment of contractors' invoices and monitor payments.

Work implies frequent interaction with the following:

Staff within the Executive Office or the work unit and clients in the Department. administrative, general support services and conference services staff. Consulting firms.

Results Expected:
Contributes to the effectiveness and efficiency of the department/unit by providing administrative support and specialized assistance to more senior staff in the assigned areas of responsibility.

Competencies

•   Professionalism:   Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial, and human resources rules and regulations in work situations. 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 situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
•   Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•   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 decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
•   Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
•   Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
•   Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
•   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.
•   Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
•   Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Required Skills and Experience

Education:

• High school diploma or

• Bachelor’s degree in Business Administration, Accounting, Finance, Public Administration, Logistics, Procurement or related fields.

Experience:

• Minimum of five (5) years of working experience (with high school diploma) in administrative services, finance, audit, logistics, procurement or related areas.

• Minimum of two (2) years of working experience (with bachelor´s degree) in administrative services, finance, audit, logistics, procurement or related areas.

Computer skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), is required.

Language:

• For the post advertised, fluency in oral and written Spanish and English is required.

Other Experience:

•   Experience working for a UN organization, international organization, or international non governmental organization in the Americas is desirable.
•   Experience in administrative and/or financial procedures is desirable.
•   Experience using an integrated information/enterprise resource system (i.e., SAP) is desirable.
•   Experience compiling statistics, analysis of data and/or preparing administrative or financial reports is desirable.

Additional information:

• Applications received after the deadline will not be considered.

• Only shortlisted candidates will be contacted.

• Work permit and residence is required for non national citizens.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

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This vacancy is now closed.
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