Administrative Officer

hace 2 semanas

Panamá, Panamá, Panamá United Nations A tiempo completo

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.


The UN Environment Latin America and the Caribbean Office helps to implement UN Environment's programs by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies.

This post is located in the UN Environment Latin America and the Caribbean Office at the Panama Duty Station.

Under the direct supervision of the Administrative Fund Management Officer, the incumbent will be responsible for the following duties:

Responsibilities:

Undertake the development and execution of an annual work plan:

Identify the areas to be covered by the work plan; Identify the transactions and their pertinent pre-requisites, and workflows; Define standards of service and update internal procedures' manuals.


Undertake the general administrative support to the office:

Oversee work related to procurement including preparing a procurement plan in coordination with project managers and management of all procurement and contractual aspects of projects related to procurement of diverse services and commodities, billing and receipt of goods and services.

Prepares/oversees preparation and distribution of invitations to tender and manages/conducts all aspects of bid/proposal evaluations.

Participates in negotiations with senior supplier representatives; signs procurement orders up to the authorized limit, and, in cases where the amount exceeds authorized signature authority, prepares submissions to the Contracts Committee for review and subsequent approval by the authorized official.

Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations.

Prepares a variety of procurement-related documents, contracts, communications, guidelines, instructions. including UN to UN agreements.

Ensure the appropriate and timely provision of services by the providers; In close coordination with inter-agency technical groups, actively promote standardization and consolidation of services and contracts; Develop comparative analysis of suppliers, evaluation of vendors and service providers; Supervise the management of assets and ensure proper internal control.

Prepare submissions to Local Property Survey Board for the disposition of assets.

Ensure the provision of travel arrangements:

Devise workflows, promote a comprehensive issuance of travel plans and conduct market research towards securing efficiency and economy; Oversee the timely and accurate settlement of travel claims, monitor advances and roster payments; Negotiate and/or participate in the negotiation of corporate rates and discounts with service providers and undertake timely contracting of these services; Ensure timely granting of visas and other travel arrangements.


  • Support the appropriate functioning of the office space, registry, circulation and storage of documentation; Devise systems and workflows for official correspondence issuance, receipt, filing and disposition; In coordination with the substantive officers, devise and implement systems for the receipt, temporary storage and distribution of printed and audiovisual material; Undertake monitoring the disposal of official information in adherence to the UN
rules. Support IT assistant in IT related matters including provision of IT resources to staff. Act together with Senior. ICT as IT focal point with UN Environment HQs.

Provide management with analytical information:


Research, compile, analyze and summarize data relevant to UN Environment-Latin America and Caribbean Office activities and recommend improvements: Assess adequacy of office equipment and facility management; Compare processes and practices from other offices within UN Environment and inter-agency outlets; Provide training and guidance to staff on matters related to procurement and travel.


  • Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
  • Perform other related duties as may be assigned in the area of finance and administration as requested by the Finance Management Officer among others representing the Regional Office in the local inter-agency Operations Management Team (OMT), support operational aspects of outposted offices in the region. Assume the responsibilities of the Finance Management Officer in her/his absence.
Competencies

CLIENT ORIENTATION:
Considers all those to whom services are provided to be "clients " and seeks

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