Administrative Associate

hace 2 semanas

Panamá, Panamá, Panamá United Nations Development Programme (UNDP) A tiempo completo

Administrative Associate:

Advertised on behalf of:

Location:

  • Panama City, PANAMA
    Application Deadline:
  • 28Jun23
-
(Midnight New York, USA)

Time left:

  • 6d 7h 53m
    Additional Category:
  • Gender Equality
    Type of Contract:
  • TA Local
    Post Level:
  • GS6
    Languages Required:
  • English Spanish
    Duration of Initial Contract:
  • 2 months (with possibility of extension)
    Background:

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 micropurchase 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 followup 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;

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 nongovernmental organizations and other nonState 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 logístical 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 relate

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