Administrative Individual Contractor

hace 4 días

Panamá, Panamá UNICEF A tiempo completo

**Job no**: 551183
**Contract type**: Consultancy
**Duty Station**: Panama City
**Level**: Consultancy
**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, **_the best start_**

**Background**:

- The UNICEF Latin America and Caribbean Regional Office is based in in Panama, operating in 36 territories, including 24 country offices.
- The UNICEF Regional Office and Panama Country office premises are located in the City of Knowledge, Panama City. As the Regional and Panama country offices are sharing the same building, and after analyzing the transactions of each office, we have decided last year to create a Shared Administrative Services (SAS) unit, integrating administrative staff from both offices, and consolidating certain processes in a single area to be more efficient and increase the quality and speed of services to all staff. For effective and efficient response on the administrative needs, and due to the stretch assignment of one of its staff members to a Programme position during a maternity leave, it is necessary to hire an additional resource to support the administrative functions during this period.
- In view of the above, the Shared Administrative Services (SAS) unit is in the process of recruiting one individual contractor to support the administrative functions with special focus on the maintenance of premises as per these Terms of Reference.

**How can you make a difference?**

Under the overall guidance of the Operations Officer and in conjunction with the administrative assistants from the Shared Administrative Services (SAS) the Individual Contractor will be responsible for the delivery of efficient and cost-effective administrative support services to ensure the office administrative operations and services are following the organization’s administrative policy, procedures, rules and regulations.

**Specific Tasks**:

- Provides the management of purchase requests for the preparation of Service Contracts or any action required in VISION for all administrative supplies. Ensures that all administrative transactions and contract arrangements follow applicable policies, procedures, rules, and regulations.
- Updates the Office's Database and carries out requests for procedures from international officials through the platform of the Ministry of Foreign Affairs.
- Update telephone expenses table with an Efficient and Effective Control
- Provide backup support for the assistant to the country office representative
- Any other administrative management functions and services assigned are carried out and provided effectively. Performs any other assigned duties and responsibilities as required.
- Provide back-up support to colleagues from the Shared Administrative Services (SAS) unit, when they are on leave or sick leave, trying to attend to all urgent and pending matters of the Section.

**Expected Results: (Measurable Results)**
- Provide practical input on implementation of administrative guidelines, in close coordination with the Operations Officer and colleagues in the Shared Administrative Services (SAS).
- Property management of premises, assets, administrative supplies, office equipment, vehicles and other properties are effectively performed.
- Keeps supervisor abreast of potential problem areas and identifies and recommends solutions. Prepares reports on administrative matters as required.
- Management and operations of delivery and improvement in administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.
- Ensures the timely and cost-effective provision of basic office services including management and maintenance of premises, space management, assets/equipment, communications, and security to enhance staff safety and productivity.
- Ensures that all administrative transactions and arrangements of contracts are following the applicable policies, procedures, rules and regulations.

**To qualify as an advocate for every child you will have**
- University degree in administration, business management, or any other relevant field of discipline.- Professional technical knowledge and expertise in SAP is an asset.-
- Excellent use of windows10, Excel pivot table, word, power point.- Developing country work experience and/or familiarity with emergency is considered an asset.
- Fluency in Spanish and English is required. Knowledge of French or Portuguese will be considered an asset.- Ability to work efficiently under tight deadlines.-
- Must be detail-oriented and customer service oriented.-
- Able to work effectively in a multicultural environment.-
-

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