Administrative Assistant

hace 2 semanas

Panamá, Panamá, Panamá UNICEF A tiempo completo

Job no: 569586

Contract type:
Fixed Term Appointment

Duty Station:
Panama City

Level:
G-5

Location:
Panama

Categories:
Administration

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 personnelrelated 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 logístical arrangements.
  • Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intranet websites are up to date
and accurate.

  • Supports capacity development activities and conferences by making the logístical 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

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.


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:

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