Administrative Associate

hace 6 meses

Panama United Nations Development Programme (UNDP) A tiempo completo

**LOCATION**:
Panama City, PANAMA

**TYPE OF CONTRACT**:
FTA Local

**STARTING DATE**:
**APPLICATION DEADLINE**:
01-Jun-24 (Midnight New York, USA)

**POST LEVEL**:
GS-6

**DURATION OF INITIAL CONTRACT**:
1 year

**TIME LEFT**:
22d 19h 53m

**LANGUAGES REQUIRED**:
English Spanish

**EXPECTED DURATION OF ASSIGNMENT**:
**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.

In the Americas & Caribbean Region, UN Women has a Regional Office based in Panama City, 10 Country Offices, one Multi Country Office and programmatic presence in 5 countries throughout the region. In addition, the Regional Office provides support to the governments, civil society, and UN system as a nonresident agency in countries with no UN Women presence.

Reporting to the Regional 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 processing and facilitating proper documentation management**:

- Store, manage, and track documents in a SharePoint database;
- Manage records management procedures and policies including documentation, record retention, and retrieval;
- Manage and maintain hard and electronic filing system ensuring safekeeping of confidential materials;
- Route documentations from country offices to the proper unit for processing;
- Periodically review the efficiency of administrative procedures and make proposals to eliminate communication bottlenecks and/or streamline office procedures.

**2. 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;
- Arrange travel and hotel arrangements for staff and visitors;
- Oversee the drivers, manager their schedules;
- Track and log the use of fuel.

**3. 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);
- Maintain inventory records;
- Lead the annual physical inventory verification exercise by checking the accuracy of records and location of property;
- Prepare Purchase Orders; process invoices related to office building services (utilities and contractors);
- Coordinate with building management on all aspects of office maintenance and maintain a log of work performed;
- Process micro-purchase procurement requests;
- Provide inputs to the preparation of procurement plans for the office and monitor their implementation.

**4. Provide administrative support to the organizing of the Regional Office’s meetings and panels**:

- Prepare presentation materials;
- 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 follow up activities.

**5. Provide administrative and logistic support to UN Women Security Focal Point**:

- Coordinate, and provide administrative support to periodic security assessments of the UN Women premises and equipment;
- Provide administrative support to the coordination of security evaluations for residences (Residential Security Measures-RSM) of the UN Women personnel, as well as on latest trends and threats to personnel safety and security;
- Provide inputs to the preparation and review of the UN Women and UN Security Plan;
- Provide logístical support during implementation of the Security Plan, as required;
- Maintain and coordinate the UN Women Warden System, as required;
- Provide logístical support to the UN Women Security Focal Point in the completion and updating of the UN Women and UN Security Compliance Survey (SCS) Processes.

**6. Provide administrative support to knowledge building and knowledge sharing**:

- Provide administrative support in the organization

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