Administrative Assistant

Context

The National Office for the Care of Refugees (ONPAR), attached to the Ministry of Government of Panama, is responsible for the coordination and execution of the decisions of the National Commission for the Protection of Refugees (CONARE) and for the programs of attention and protection for refugees. Within the framework of Article No. 16 of Executive Decree No. 5 of January 16, 2018, the ONPAR has the function of processing Asylum claims, which includes receiving applications, conducting interviews, preparing files, and analysing cases.

Current Situation

In the years 2022 and 2023, there has been a significant increase in applications for recognition of refugee status, which has put considerable pressure on the resources and capacities of the ONPAR. This increase, together with the number of pending applications, has highlighted the urgent need to strengthen the operational part of the ONPAR.

In addition, Panama has made significant commitments through the signing of a memorandum of understanding with the United States of America, and its active participation in the Comprehensive Regional Protection and Solutions Framework (MIRPS). This highlights a renewed focus on enhancing the asylum system and providing assistance to individuals with international protection needs, especially those entering Panamanian territory through the Darien Border. This context presents an opportunity to further strengthen ONPAR’s administrative responsibilities to fulfil these new commitments, ensuring the effectiveness and efficiency of the asylum system in the country.

Purpose

The purpose of these Terms of Reference (ToR) is to outline the responsibilities, reporting structure, and expected outcomes for the position of Administrative Assistant. This role is essential to improve the operational capacity of the ONPAR, ensuring that the commitments made are fulfilled and the weaknesses of the current system are addressed.

In this context, UNHCR will recruit an Administrative Assistant to support the administrative management of ONPAR.

Specific Objectives of the Hiring and Functions of the Administrative Assistant: 

The Administrative Assistant will be responsible for the following key tasks:

Comprehensive Administrative Support

• Provide administrative support, including managing schedules, organizing meetings, and preparing documentation.
• Maintain a clean and organized office environment, ensuring that common areas and meeting rooms are properly maintained.
• Facilitate the onboarding of new staff members by providing guidance on administrative procedures and office protocols.

Document and Data Management

• Maintain an organized filing system for operational documents, reports, and correspondence related to refugee and refugee status cases.
• Ensure that all documents are updated and accessible, complying with confidentiality protocols.
• Assist in the collection, entry, and management of data on asylum claims and operational metrics.
• Support data analysis by producing spreadsheets and summaries for decision-making.

Coordination of Meetings and Events

• Organize and coordinate meetings, workshops, and training sessions, including logistics such as venue reservations and catering.
• Take minutes during meetings and document action items for follow-up.

Communication

• Serve as a point of contact for internal and external stakeholders, answering queries and directing them to the right staff.
• Maintain effective communication channels between ONPAR, UNHCR, CONARE and other relevant organizations.

Logistical Support

• Assist in the procurement of office supplies and equipment, ensuring that ONPAR has the necessary resources.
• Coordinate travel arrangements for staff, including flight reservations, accommodation, and transportation.

Training and Capacity Building

• Support the organization of training sessions on administrative procedures and relevant tools.
• Assist in the development of training materials and resources to enhance the capacity of staff in administrative functions.

Compliance and Quality Assurance

• Ensure that all administrative processes comply with relevant policies and legal frameworks.
• Participate in the monitoring and evaluation of administrative practices to identify areas for improvement.

Attention to Refugees and Asylum Seekers

• Provide a professional welcome to refugees and applicants for refugee status by providing information on procedures and services.
• Assist in the collection and submission of documents necessary for applications for refugee status.
• Collaborate with UNHCR, CONARE and other organizations to ensure comprehensive care.
• Facilitate access to psychosocial support services, coordinating with specialized professionals.
• Participate in workshops and training sessions on caring for refugees, applicants, and human rights.
• Ensure the availability and efficient use of resources for the care of refugees and applicants for refugee status.
• Participate in the evaluation of services and propose improvements to optimize care.
• To carry out all those tasks that are entrusted to them.

Recruitment period

• The contracting will have a period of 3 months from October 1, 2024 to December 31, 2024, with a possible extension subject to budget, good performance and operational needs. 

Workplace & Supervision 

• The person hired will be physically located in the main office of ONPAR; however, due to the responsibilities that must be carried out, the Administrative Assistant must be available to travel to different parts of the national geography.
• It will be under the supervision of the Director General of the Office for the Attention of Refugees (ONPAR) and must be subject to the workload and guidelines of said institution.

Profile and requirements  

Level of Education and Knowledge 

• Desirable with a university degree or studying in the last year of Business Administration, Accounting, or related careers.
• Desirable with experience in administrative and field coordination.
• Ability to work in high-pressure environments and manage multiple tasks.
• Communication and interpersonal skills.

Work Experience 

• 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
• Experience of working with public institutions and international organizations will be an asset.
• Situational Awareness of Mixed Movements Entering Panamanian Territory Through Darien National Park

Other Skills

• Proactive attitude for the resolution of conflicts and difficulties in the development of their functions.
• Good writing and synthesis, ability to analyze context.
• Proven experience in using MS Office (Word, Excel, Power Point)

Required Languages 

• English, Spanish.

Source: https://unhcr.wd3.myworkdayjobs.com/en-US/External/job/Panama-City-Panama/Administrative-Assistant_JR2447701-1