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Administrative Assistant

hace 2 meses

Panamá Provincia de Panamá, Panamá United Nations High Commissioner for Refugees (UNHCR) A tiempo completo

Hardship Level (not applicable for home-based)

A (least hardship)
- Family Type (not applicable for home-based)

Family
- Staff Member / Affiliate Type
- UNOPS LICA4
- Target Start Date
- 2024-10-01
- Deadline for Applications
- October 8, 2024
- Terms of Reference
- This position will be located in Panama City.

The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

Levels of language knowledge:
A1-beginner
A2-elementary
B1-lower intermediate
B2-upper intermediate
C1-advanced/proficient
C2-fluent
English and Spanish are required at the B2 level.

I. Background and Context

Context

Current Situation

In addition, Panama has made significant commitments through the signing of a memorandum of understanding with the United States of America, and its active participation in the Comprehensive Regional Protection and Solutions Framework (MIRPS). This highlights a renewed focus on enhancing the asylum system and providing assistance to individuals with international protection needs, especially those entering Panamanian territory through the Darien Border. This context presents an opportunity to further strengthen ONPAR’s administrative responsibilities to fulfil these new commitments, ensuring the effectiveness and efficiency of the asylum system in the country.

Purpose

The purpose of these Terms of Reference (ToR) is to outline the responsibilities, reporting structure, and expected outcomes for the position of Administrative Assistant. This role is essential to improve the operational capacity of the ONPAR, ensuring that the commitments made are fulfilled and the weaknesses of the current system are addressed.

In this context, UNHCR will recruit an Administrative Assistant to support the administrative management of ONPAR.

II. Specific Objectives of the Hiring and Functions of the Administrative Assistant:
The Administrative Assistant will be responsible for the following key tasks:
Comprehensive Administrative Support
- Provide administrative support, including managing schedules, organizing meetings, and preparing documentation.
- Maintain a clean and organized office environment, ensuring that common areas and meeting rooms are properly maintained.
- Facilitate the onboarding of new staff members by providing guidance on administrative procedures and office protocols.

Document and Data Management
- Maintain an organized filing system for operational documents, reports, and correspondence related to refugee and refugee status cases.
- Ensure that all documents are updated and accessible, complying with confidentiality protocols.
- Assist in the collection, entry, and management of data on asylum claims and operational metrics.
- Support data analysis by producing spreadsheets and summaries for decision-making.

Coordination of Meetings and Events
- Organize and coordinate meetings, workshops, and training sessions, including logistics such as venue reservations and catering.
- Take minutes during meetings and document action items for follow-up.

Communication
- Serve as a point of contact for internal and external stakeholders, answering queries and directing them to the right staff.
- Maintain effective communication channels between ONPAR, UNHCR, CONARE and other relevant organizations.

Logistical Support
- Assist in the procurement of office supplies and equipment, ensuring that ONPAR has the necessary resources.
- Coordinate travel arrangements for staff, including flight reservations, accommodation, and transportation.

Training and Capacity Building
- Support the organization of training sessions on administrative procedures and relevant tools.
- Assist in the development of training materials and resources to enhance the capacity of staff in administrative functions.

Compliance and Quality Assurance
- Ensure that all administrative processes comply with relevant policies and legal frameworks.
- Participate in the monitoring and evaluation of administrative practices to identify areas for improvement.

Attention to Refugees and Asylum Seekers
- Provide a professional welcome to refugees and applicants for refugee status by providing information on procedures and services.
- Collaborate with UNHCR, CONARE and other organizations to ensure comprehensive care.
- Facilitate access to psychosocial support services, coordinating with specialized professionals.
- Participate in workshops and training sessions on caring for refugees, applicants, and human rights.
- Ensure the availability and efficient use of resources for the care of refugees and applicants for refugee status.
- Participate in the evaluation of services and propose improvements to optimize care.
- To carry out all those tasks that are entrusted to them.

III. Recruitment period

IV. Workplace & Supervision

The person hired wil