Administrative Associate

hace 6 meses

Panamá, Panamá UNICEF A tiempo completo

**Job no**: 565276

**Contract type**: Fixed Term Appointment

**Duty Station**: Panama City

**Level**: G-6

**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, **_commitment_**

**How can you make a difference?**

Under the supervision and guidance of the Operations Officer, the Administrative Associate for Shared Administrative Services is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective LAC Regional Office and the Panama Country Office requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies.

**Key functions, accountabilities and related duties/tasks**:
Office Premise & Facilities Management
- Ensure efficient management and running of office premises and facilities in utmost compliance with environmental/greening norms and adhering to the Energy Performance Index (EPI) standards. Emphasis will be to focus on SMART management of facility using technology as an enabler e.g., Building Management System (BMS) thereby ensuring optimum utilization of resources, compliance with energy conservation norms leading to reduction of carbon footprint.
- Ensure UNICEF premise comply with International Accessibility norms and make necessary facilities available for people with special abilities.
- Ensure general maintenance, hygiene and cleanliness of the office premises adhering to environmental standards. Oversee and monitor contracts for housekeeping services, maintenance services, scrutinize and check correctness of bills for contracted services.

Procurement
- Facilitates the processing of contracts for vendors that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logístical
arrangements.

Communications & Workflow
- Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
- Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intranet websites are up to date and accurate.

Events/Logistics
- Supports capacity development activities and conferences by making the logístical arrangements, through engaging with facilitators, caterers and hosts.

Travel
- Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.

Invoice Processing
- Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.

Supplies/Equipment
- Supports management of administrative supplies, office equipment, and updating inventory of items.

**The full details of expected activities can be found here**:Administrative Associate GS-6 86354 LACRO (SAS) v2.pdf**

**To qualify as an advocate for every child you will have**
- Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
- A minimum of six years of relevant administrative or clerical work experience is required.
- Fluency in Spanish and Proficiency in English required.
- Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
- In-depth knowledge of United Nations and/or UNICEF organizational structure, administrative policies and procedures will be considered and asset.
- Organizational, planning and prioritizing skills and abilities.
- Ability to deal patiently and tactfully with visitors.
- High sense of confidentiality, initiative and good judgment.
- Ability to work effectively with people of different national and cultural background.

**For every Child, you demonstrate...**

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

**UNICEF competencies required for this post are**

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

**Applicants must be nationals of Panama or in possession of a valid work permit.**

UNICEF is here to serve the world’s most disadv

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