Administrative Associate

Under the guidance and supervision of the Chief, Business Solutions & Operations (BSO), the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions 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, Programmes and projects staff in the Regional Hub and other UN Agencies to exchange information and ensure consistent service delivery.

• Implementation of operational strategies
• Effective and efficient functioning of the operations unit
• Efficient administrative and logistical support
• Support to supply and assets management
• Support to knowledge building and knowledge sharing

• Full compliance of administrative activities in adherence to UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the Regional Hub administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Support to the preparation of Operations team results-oriented workplan.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Contacts with visitors and staff, arrangement of appointments and meetings, drafting of minutes.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of the BSO Unit.

• Coordination of travel arrangements. Raise requisitions and issue payments in Atlas for vendors related with travel and other administrative expenses.
• Follow-up with contracted travel agent to ensure provision of high-quality professional service and most competitive price.
• Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.
• Arrangements for security clearance when required.
• Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas for all UN travelers, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• Reconciliation of settlements to be paid by the Finance Unit.
• Coordination of DSA, travel agencies, and other administrative surveys.
• Coordination of transportation services, regular vehicle maintenance and insurance.
• Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
• Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations
• Presentation of thoroughly researched information for planning of financial resources for administrative services.
• Assistance in the preparation of budget, provision of information for audit.
• Support with protocol matters, registration of staff, coordination with local authorities and other administrative matters, processing requests for Resident Permit and Diplomatic Identification Card for International staff.
• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Maintenance of the filing system ensuring safekeeping of confidential materials.

• Coordination of assets management in the Regional Hub, timely preparation and submission of periodic inventory reports.
• Maintenance of files and records relevant to office maintenance.
• Coordination of the provision of reliable and quality office supplies.

• Training of staff on the administrative procedures.
• Briefing of staff members on issues relating to area of work.
• Sound contributions to knowledge networks and communities of practice.

People Management:

• Ability to improve performance and satisfaction

Communication:

• Ability to listen, adapt, persuade and transform

Delivery:

• Ability to get things done while exercising good judgement

Knowledge Management:

• Ability to capture, develop, share and effectively use information and knowledge

Results-based Management:

• Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results

Communication:

• Ability to effectively communicate intensions and requirements to internal and external stakeholders

Office Administration:

• Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Team building:

• Ability to work effectively with diverse groups of professionals towards common goals

Training:

• Ability to ascertain need, plan, design, and execute training

• Completion of Secondary Education with specialized certification in Administration or office management with at least 6 years of relevant experienced is required; or
• A Bachelor’s degree in Finance, Business or Public Administration or other related field with at least 3 years of relevant experience would be desirable.  

• 6 years or 3 years’ (with a Bachelor’s degree) of progressively responsible administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.), knowledge of automated procurement systems, experience in handling of web based management systems.
• Knowledge of IPSAS and/or IFRS desirable.

• Fluency in English and Spanish, both oral and written, is required; working knowledge of other UN official language is an asset

• UNDP Procurement Certification Programme.

Important applicant information:

All posts in the GS categories are subject to local recruitment.

***This Posting is open just for Panamanian citizens or foreign persons with permanent residence and a valid work permit.***

Applicant information about UNDP rosters:

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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