Administrative Assistant

hace 2 semanas

Panamá, Panamá, Panamá United Nations A tiempo completo

The United Nations Environment Programme (UNEP) 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.


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

This position is located in UNEP/LACO at the Panama duty station.

Under the direct supervision of the Environmental Governance Regional Coordinator, the incumbent will carry out the following duties:

Responsibilities:

1. GENERAL ADMINISTRATION

  • Performs a wide range of office support and administrative functions.
  • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
  • Monitors processes and schedules related to the unit's outputs, products, tasks; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures to ensure compliance with relevant legal, financial and other requirements.
  • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences.
  • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
  • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences.
  • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. Performs data entry and extraction functions.
  • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services.
  • Reviews, records, distributes and/or processes mail and other documents; followsup on impending actions.
  • Generates a variety of standard statistical and other reports, work orders, using various databases.
  • Prepares official communications and documents for private and governmental institutions and other parties.
  • Liaises with counterparts and members of civil society for the execution of regional projects and meetings.
  • Assists in the preparation of presentation materials using appropriate technology/software.
  • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling.
  • Performs other duties as requested including acting as back up per established rotation during absence of other staff assistants.
  • HUMAN RESOURCES MANAGEMENT
  • Edits and prepares Terms of Reference for consultancies.
  • Classifies and filters all applicants in job openings and conducts the evaluation/selection process in Inspira, just for Programme Management Officer (PMO) final inputs and approval.
  • BUDGET AND FINANCE
  • Prepares budget reports and drafts other programmatic documents.
  • Completes information for projects outcomes reporting for Programme Information and Management Systems (PIMS).
  • Maintains files (both paper and electronic) and databases for work unit.
  • Assists in providing software and office equipment support.
  • Generates a variety of standard statistical and other reports, work orders, using various databases.
  • Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables.
  • Consolidates data received and provides support to higherlevel staff with respect to budget reviews of relevant intergovernmental and expert bodies.
  • Reviews status of relevant expenditures and compares with approved budget.
  • DATA
  • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
  • Assists with visualizations and updating information material such as web pages or brochures.
Competencies

TEAMWORK:
Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for
team accomplishments and accepts joint responsibility for team shortcomings.

PLANNING AND ORGANIZING:
Develops clear goals

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