Administrative Assistant

hace 7 meses

Panama 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 Regional Office for Latin America and the Caribbean (ROLAC) 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.

The position is located in UNEP/ROLAC at the Panama City duty station. Under the direct supervision of the Deputy Regional Director, the incumbent will be responsible for the following duties:
**Responsibilities**:

- Assists in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme / project initiatives. Performs a wide range of office management and administrative support functions, including filing; photocopying; maintaining calendar/schedules; processing incoming correspondence and forwarding for action to the appropriate officers.
- Prepares short lists of suitable contractors / suppliers for purchases of value in excess of the designated amounts for the approval of the designated official.
- Prepares and issue Expression of Interest (EOI), Request for Information (RFI), Request for Quotation (RFQ), Request for Proposal (RFP), Instruction to Bidders (ITB) or other bidding documents as required, ensuring their compliance with UN approved templates or seeking legal authorization in the event adjustments are required.
- Handles Note for Shopping (NFS) for small purchases of goods, services.
- Manages order calls of existing and active Long Term Agreements (LTAs) for goods, services or works.
- Assists the project technicians and specialists, in the review and evaluation of the bids or proposals received and the preparation of analysis for less complex contract awards.
- Assists in the preparation of annual procurement plans. Assist in the preparation of annual work plans. Assist in the timely issuance of contracts and agreements and assurance of other eligible entitlements of project personnel, partners and experts.
- Assists in the coordination of programme/project planning and preparation; monitors status of programme / project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
- Assists in the preparation of missions, meetings and conferences both at and away from duty station including administrative arrangements for invited experts and servicing staff, meeting participant, travel arrangements, hotel management and protocol on meeting arrangements.
- Assists in the preparation and analysis of the project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares financial and other ad-doc reports and ensures that outputs/services are properly categorized.
- Assists in the monitoring and evaluation of the project; categorizes, updates, tracks and analyses data related to the projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
- Serves as focal point for monitoring and assistance in budgeting and accounting of programme / project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training / study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Prepares, maintains, and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
- Drafts correspondence and communications related to all aspects of programme / project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
- Assists with the collection and analysis o

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