Administrative Assistant, (GS-5), Fixed-Term, #43726, LACRO, Panama City

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, support

How can you make a difference?

Under the supervision and guidance of the Operations Manager, the Administrative Assistant for Shared Administrative Services is responsible for executing a broad variety of some routine tasks and some specialized for the respective LAC Regional Office and the Panama Country Office requiring thorough knowledge of UNICEF administrative procedures, processes, and policies.

Summary of key functions/accountabilities:

• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and
  advised on actions for decision/follow up.
• Provides support in the provision of administrative services for the regional office to newly arrived IP staff and their dependents. As well as support in
  the shipment of their personal effects, including liaison with the Ministry of Foreign Affairs, customs and other authorities.
• Processes requests for visas, identity cards, driving licenses and other necessary personnel-related documents in accordance with the requirements of the United Nations and local Panamanian authorities for staff and dependents.
• Monitors administrative services implementation against established milestones and makes recommendations to improve performance.
• Facilitates the processing of contracts for administrative services of the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs and all relevant supporting document in VISION, and making necessary logistical arrangements.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date
  and accurate.
• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and
  hosts.
• Facilitates on time travel arrangements related to entitlements based on the organization’s rules and policies. Liaises with relevant travel focal point
  to ensure that the organization obtains the best service and price for all travel.
• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
• Supports management of administrative supplies, office equipment, and updating inventory of items.

The full details of expected activities can be found here:  Administrative Assistant G5 LACRO.doc

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of 5 years of relevant administrative or clerical work experience is required.
• Effective use of Word, Excel and Power Point and knowledge of SAP system is considered as an asset.
• Fluency in Spanish and good working knowledge of English required.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

*****

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. 

Remarks:

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be cancelled.

All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Applicants must be nationals of Panama or in possession of a valid work permit.

General Service (GS) staff are locally recruited and therefore, candidates are personally responsible for any travel and accommodation arrangements.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.