Administrative Assistant

hace 2 semanas

Panamá, Panamá, Panamá UNFPA A tiempo completo

The Position:


The Administrative Assistant (travel & procurement) is in the Operations Team of LACRO and perform a variety of moderately complex, specialized tasks requiring the selection, interpretation and assembly of information and data from several sources in examining problems for which several possible solutions exist, but which are normally covered by general practice.


This is the full performance level for administrative specialized work requiring good knowledge of the procedures as well as basic knowledge of the specialized practices of UNFPA travel and administrative procedures.

The specialized tasks are characterized as moderate in scope (range of different processes) and requiring limited interpretation of moderately complex rules, regulations, and procedures in processing requests for service.

Assistants at this level may serve as a resource to others in a particular area (travel).

You will report to the Supply Chain Analyst.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.

UNFPA's strategic plan , reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results:
to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030.

Our strategic plan calls upon UN Member States, organizations and individuals to "build forward better", while addressing the negative impacts of the Covid-19 pandemic on women's and girls' access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.


In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.


Job Purpose:


Working under general supervision of the Supply Chain Analyst, the G-5 Administrative Assistant performs on-going, routine specialized administrative work independently; s/he may provide procedural guidance to more junior staff.

The work environment provides opportunities to provide technical guidance to lower-level Assistants and Clerks as well as responsibility for process completion where there is no accountability for work plan development, budgeting or unit coordination.


You would be responsible for:

A. Support travel management processes.

B. Performs other Administrative/ Procurement job-related activities.

C.Support to knowledge building and knowledge sharing

A. Support travel management processes

  • Processing of Purchase orders for travel in Quantum;
  • Provision of information to the staff on travel including travel route and hotel arrangement and ensure the selected arrangements are undertaken on time;
  • Processing travel authorization in line with UNFPA's & UNDP's travel entitlements guidelines and rules;
  • Arrangements for security clearance when required;
  • Arrangement for airport pickup and support to expediting of customs and immigration procedures, as necessary;
  • Preparation of routine correspondence, faxes, memoranda and reports;
  • Extracting, inputting, copying and filing data from various sources;
  • Maintenance of files. To accomplish a routine of Travel, Procurement or administrative services.
  • Identifies precedent setting issues or cases to elevate to more senior staff for decision; informally provides proposals for resolution of nonroutine issues.
  • S/He plays a key role in the provision of guidance and advice on specialized rules and procedures both to client's departments and to more senior members of the team and on the progress of delivery against standards and deadlines.
  • External contacts involve external service (travel) providers, embassies, etc. to clarify issues or processes.

B. Performs other Administrative/ Procurement job-related activities

  • Support the operations team in the following areas: Administration, procurement and supply chain management
  • Coordinates office vehicle management ensuring integrity and accuracy in financial and administrative recording and use of the vehicles
  • Coordinates the communication between Ministry of Foreign and the programme staff, informing information related visa, driver's licenses, and other information related to the international staff.

C. Support to knowledge building and knowledge sharing

  • Contribute to knowledge development and knowledge sharing on understanding the travel procedures and actively participating the Travel Community enhancing the communication with the travel unit in HQ;
  • Promotes synergies country offices in their learning activities, including onthe job learning, while focusing on Region wide priorit

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