Administrative Assistant
UNOPS - Oficina Regional para América Latina y el Caribe
Panamá, República de Panamá
hace 1 día
source : Ciudad del Saber

Summary of Key Functions :

  • Support to effective and efficient functioning of the office / department / unit / Projects
  • Support to administrative and logistical services for Projects
  • Support with respect to protocol issues and requests for official documentation
  • Support to office maintenance and assets management
  • Support to knowledge building and knowledge sharing
  • 1. Ensures e ffective and efficient functioning of the projects , focusing on achievement of the following results :

  • Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and / or taking minutes.
  • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
  • Maintenance of hard copy and electronic files, reference materials and confidential records as required
  • Collaboration in the preparation of the administrative budget plan for the projects
  • Review and monitoring of expenditures against the administrative budget for the office, bringing to the attention of the supervisor any problem or discrepancy that warrants further review.
  • Petty cash management
  • Preparation of travel authorization for staff members
  • Translation of simple correspondences, when needed.
  • 2. Ensures effective administrative and logistical support for the projects , focusing on achievement of the following results :

  • Organization of shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received / sent), Preparation of all necessary documentation, implementation of follow-up actions
  • Administrative assistance to Procurement Officer.
  • Creation and Administration of Vendors and Suppliers in OU system, preparation of POs for travel activities, payments, contracts.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
  • Administrative and Logistic support to conferences, workshops, retreats.
  • Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
  • Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
  • Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
  • Maintenance of the filing system ensuring safekeeping of confidential materials.
  • Extraction of data from various sources.
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
  • Assistance in the preparation of budget, provision of information for audit.
  • 3. Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results :

  • Arrangements with UN departments for official documentation to be provided for import / export or transfer of goods
  • Establishment and maintenance of efficient working relationship with government ministries.
  • Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his / her dependents, and import / export or transfer of goods;
  • updated list of the required documents made available to each staff member / unit

  • Individual monitoring sheet to track the status of submitted documentation for each staff member and dependents, ensuring that official documentation matches the announced schedule
  • Accurate information provided to individual / unit upon request on administrative steps required and the status of his / her project file,
  • Accurate and timely information on processes and pending issues to the concerned individuals / unit
  • 4. Provides support to office maintenance and assets management, focusing on achievement of the following results :

  • Administration and custody of office assets,
  • Maintenance of records on assets management, preparation of reports.
  • Maintenance of files and records relevant to office maintenance
  • Provision of support to maintenance of common premises and common services
  • 5. Provides support to knowledge building and knowledge sharing , focusing on achievement of the following results :

  • Participation in the trainings for the programme, operations and projects staff on administration.
  • Sound contributions to knowledge networks and communities of practice.
  • Please apply through the following link

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