UNDP - United Nations Development Programme
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
Reporting to the Operations Manager, the Administrative Associate supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.
Duties and Responsibilities
1. Provide administrative support to travel arrangements and office transportation
- Collect and process information and documentation for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
- Support the travel and hotel arrangements for staff and visitors;
- Serves as travel processor.
2. Coordinate assets management in the office and provide support to procurement
- Coordinate assets management in the office, prepare and submit periodic inventory report;
- Inspect and verify of all incoming assets (equipment, furniture, and inventory), and schedule deliveries to users;
- Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
- Lead the annual physical inventory verification exercise by checking the accuracy of records and location of property and maintain inventory records;
- Prepare Purchase Orders; process invoices related to office building services (utilities and contractors);
- Coordinate with building management on all aspects of maintenance, common services and maintain a log of work performed;
- Process micro-purchase procurement requests;
- Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
- Perform Buyer role in ERP for admin and HR requirements.
3. Provide administrative support to the organizing of the Regional Office’s meetings, workshops and conferences
- Prepare presentation materials;
- Provide administrative support to conferences, workshops, retreats, meetings;
- Arrange the logistics of the RO’s meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
- Finalize memoranda, list of participants; and send letters of invitation and other documents;
- Attend meetings, prepare minutes, and monitor follow-up activities.
4. Provide administrative support to financial and human resources services
- Prepare materials, estimates and other documents to support budget review, planning and preparation;
- Create and upload vacancy announcement and organize interview panels;
- Support attendance and leave management monitoring;
- Provide support in personnel administration for international and national personnel as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, email accounts, etc.);
5. Liaise with local security community
- Support coordination, as appropriate, with the host government security organizations and/or personnel, including national and local provincial authorities, military, and police officers, as well as non-governmental organizations and other non-State actors;
- Maintain regular contacts with Security Focal Points and LSAs of UN agencies, as required;
- Participate as a member of security groups, particularly IASMN Working Groups, as delegated;
- Attend UN security management meetings such as the country SMT, as delegated.
6. Monitor and support organisational security compliance with the Security Risk Management Measures (SRMM) established for the duty station
- Compile data required for the SRMM Self-Assessment of UN Women and UN Security Compliance Survey (SCS) processes;
- Provide logistical support to the UN Women Security Focal Point in the completion and updating of the SCS; Provide administrative support to the UN Women Security Focal Point in the evaluation and implementation of the UN Women Security Compliance Action Plan (SCAP);
- Maintain a database of security compliance of all UN Women offices in the duty station;
- Monitor contributions to the implementation of SRMM
7. Provide administrative support to knowledge building and knowledge sharing
- Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
- Compile lessons learnt and best practices in Administration.
Key Performance Indicators
- Adherence to UN Women rules and regulations;
- Timely and quality procurement services;
- Perform duties in a transparent and cost effective manner;
- Quality organization of files; timely routing of documents;
- Timely support to team.
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- Ability to administer and execute administrative processes and transactions;
- Ability to perform work of confidential nature and handle a large volume of work;
- Strong knowledge of administrative rules and regulations;
- Knowledge of procurement rules and regulations;
- Knowledge of leave management and selection/recruitment guidelines
- Knowledge of SSA guidelines;
- Strong IT and web based management skills;
- Ability to extract and interpret data
Required Skills and Experience
Education and certification:
- Completion of secondary education is required;
- Bachelor’s degree in Business or Public Administration or related fields is an asset.
- At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience in the use of web-based management systems.
- Fluency in English and Spanish is required
- Working knowledge of French and/or Portuguese is an asset.
The person to be hired must be a Panamanian citizen (natural or legal), or foreigner with permanent legal residence and valid work permit to remain and work in Panama for the duration of the contract.
HOW TO APPLY:
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment, hence, combine all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
Only short-listed qualified candidates will be contacted.
If you are experiencing difficulties with online job applications, please contact [email protected].
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.
Diversity and inclusion:
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (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.)
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