Administrative Assistant - Panama

Context

On February 1, 2021 the Regional Office for Latin America and the Caribbean was established in Panamá. From there we work with democratic institutions throughout Latin America and the Caribbean (LAC) region to increase the effectiveness and legitimacy of democracy, its institutions and to support gender equality in politics. Based on a geographic approach, our LAC programme responds to requests of regional, sub-regional and national actors, builds capacity through technical assistance, comparative applied knowledge resources and provides spaces for dialogue. The LAC programme is a significant partner and an agenda setter in many countries where it provides expert technical assistance.The Administrative Assistant provides administrative and logistical support, co-ordinates events, assists with the preparation of documents and maintains records and files for the LAC Regional Office. S/he also manages the reception area of the office and ensures efficient office maintenance.

Duties and Responsibilities

• Manages the day to day running of the reception area by receiving and assisting visitors as well as directing incoming calls;Maintains the petty cash and records including disbursement of cash; Prepares petty cash vouchers and registers expenses into the ERP system;
• Processes invoices, project advance requests, project expenditure reports etc.;
• Prepares and supports the administration of Contracts and Agreements for service providers and/or partner organizations
• Maintains office stock and handles distribution of office supplies;Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, organizing travel, assisting with preparations of meeting materials etc.);
• Organizes staff travel including travel and hotel bookings, travel advances, travel claims and other associated issues; when applicable, assists external consultants;
• Assists with the registration of internal/external communications and institutional documents;
• Assists with the update and maintenance of the Institute’s internal website;

General Profile

• Acts with personal energy and engagement in all assignments;Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute as required;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Acts in accordance with International IDEA’ s core values; Respect, Integrity and Professionalism;
• Integrates a gender and diversity perspective in all activities.

Reporting Line

• Director Latin America and the Caribbean Region

Functional Knowledge

• Has established skills to perform a range of day-to-day activities.

Operational Knowledge, Skills and Experience

• Integrates a results-based approach into his/her activities;Understands how the assigned duties relate to others in the team and how the team integrates with others throughout the organization;

• Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management.

Leadership

• No direct people management responsibility.

Problem Solving

• Recognizes and solves typical problems that can occur in own work area; evaluates and selects solutions from established options;
• Possesses skills to perform a range of day-to-day activities.

Impact

• Impacts programme development and delivery through the quality of the services or information provided.

Communication and Interpersonal Skills

• Liaises regularly with all internal and external stakeholders involved in his/her projects;
• Acts in all assignments with personal energy and engagement;
• Fluency in written and oral English and Spanish is required; Any other widely spoken language in an International IDEA priority region would be an asset.

Education and Experience

• High school diploma required, and preferably business and/or secretarial education; university background is considered an advantage;
• Minimum of two (2) years working experience in a similar role;Experience of working in an international context, e.g. in an intergovernmental organization, NGO considered an advantage;
• Excellent knowledge of Microsoft Office package (including MS work, excel and PowerPoint) required. Experience working with ERP systems is advantageous.

Terms of Contract:

• Local Post.
• Fixed term appointment for one (1) year.
• GROSS Salary: 2,184 USD per month.

Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Panama.

Applying for this position:

• Applications should be submitted online no later than 23:59 (CEST) 28 May 2021. Please note that all applications must be made in English.
• You may apply directly by pressing the Send Application button.

International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.