Background

Applicants who previously applied need not re-apply.

Under the guidance and supervision of the Head of Regional  Office-The Americas of the United Nations Office for Disaster Risk Reduction (UNISDR), the Administrative Assistant provides support to the team of office operations performing a variety of standard administrative and financial processes ensuring high quality and accuracy of work.  The Administrative Assistant promotes a client, quality and results-oriented approach and works in close collaboration with the Operations, Programme and projects staff of UNISDR. The Administrative Assistant also provides services on exchange information and ensuring consistent liaison between UNDP Regional Hub for LAC in Panama that provides backstopping support to UNISDR, for ensuring  adequate service delivery.

Duties and Responsibilities

Summary of Key Functions:

  • Support to effective and efficient functioning of the UNISDR-Regional Office-The Americas;
  • Support to administrative and logistical services;
  • Support to office maintenance and assets management;
  • Support to procedures related to Office International Staff;
  • Manage the logistics of the missions of the Head of Regional Management of reservations, itineraries, visas, security clearance etc.;
  • Support to workshops and regional meetings;
  • Provide logistical support in events where required;
  • Supports reception  related tasks in UNISDR Regional Office.

Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.

Ensures effective and efficient functioning of the UNISDR Regional Office, focusing on achievement of the following results

  • Support the compilation and control of financial operations of the office, including allocation and expenditure , office budget preparation using  the management tools existing in UNISDR for financial control;
  • Assistance to the financial team in the preparation of budget, allotment request, provision of information for audit;
  • Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter, when required, and/or taking minutes;
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
  • Support in keeping the maintenance schedule of office facilities and equipment up-to-date.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

  • Organization of shipments, customs clearance arrangements, preparation of documents for processing through UNDP Regional Center shipments (received/sent);
  • Support to organization of procurement processes including preparation of Request for Quotations for Individual Contracts for the provision of services Proposals and their preliminary evaluation. Preparation of POs in the projects assigned;
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents in the projects assigned;
  • Administrative support to conferences, workshops, retreats;
  • Maintenance of the filing system ensuring safekeeping of confidential materials;
  • Support to HR and administrative procedures related to International Staff;
  • Manage the logistics of the missions of the Head of Regional Office and other members of the staff;
  • Supports reception and protocol related tasks in UNISDR Regional Office;
  • Coordination and contract management of vendors providing support to conferences, workshops, retreats.

Support knowledge building and knowledge sharing in the  Office, focusing on achievement of the following results:

  • Participation in the training for the operations/projects staff on administration.

Impact of Results

The key results have an impact on the efficiency of the UNISDR mandate. Accurate presentation of information strengthens the capacity of the office and promotes the image of the UNISDR  as an effective contributor to the development and promotion of Disaster Risk reduction in the America´s Region.

Competencies

Functional Competencies:    

Building Strategic Partnerships:

  • Maintaining information and databases; Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

  • Basic research and analysis; Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:

Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position;
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
  • Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development:

  • Presentation of information on best practices in organizational change; Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

  • Data gathering and implementation of management systems; Uses information/databases/other management systems.

Client Orientation:

Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion;
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Responds to client needs promptly.

Promoting Accountability and Results-Based Management:

  • Gathering and disseminating information;
  • Gathers and disseminates information on best practice in accountability and results-based management systems.

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity;
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control;
  • Managing conflict;
  • Learning and sharing knowledge and encourage the learning of others;
  • Informed and transparent decision making.

Required Skills and Experience

Education:

  • Secondary studies. Bachelor or technical studies in administration or related careers desirable.

Experience:

  • 5 years of relevant experience in administration or programme support service;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in handling of web-based management systems.

Language:

  • Fluency in English (oral and written) and Spanish (oral and written).

Note

All applications can include only one attachment that consists of a complete and signed UN

P11 – Personal History Form  together with an updated English CV as a single file.  Applications

without the complete P11 form will be treated as incomplete and will not be considered for further assessment.

Only short-listed qualified candidates will be contacted.

Applications received after the deadline will not be considered.

All posts in the SC categories are subject to local recruitment, therefore this position is open for Panamanian Citizens or non-nationals with valid work permit only.

If you require assistance with your application please contact: rc.lac.vacancy@undp.org