ADMINISTRATIVE ASSISTANT

Location :     Panama, Panama City, PANAMA
Application Deadline :    26-Mar-13
Type of Contract :    FTA Local
Post Level :    GS-5
Languages Required :
    English   Spanish 
Starting Date :
(date when the selected candidate is expected to start)    01-May-2013
Duration of Initial Contract :    1 year


Background
United Nations Development Programme's Regional Service Centre offers support to Country Offices to strengthen their capacity in project management, and to endorse the creation of strategic alliances and distribution of knowledge in high-priority areas of Latin America and the Caribbean.

The Centre counts with a team of professionals and experts working in initiatives that promotes human development in focus areas such as Democratic Governance, Energy and Environment, Crisis Prevention and Recovery,  HIV/AIDS, Capacity Development, and Poverty Reduction and MDG.

The Crisis Prevention and Recovery (CPR) Practice Area aim is to maximize the impact of the interventions undertaken by Country Offices and regional initiatives for LAC in the area of CRP. To achieve this goal, the CPR Cluster provides technical advice and programming support to Country Offices and regional initiatives, seeking to develop their capacities in project management, strategic partnerships and experience-sharing through the communities of practice and the Associate Experts and Centers of Excellence networks.

Under the guidance and supervision of the Regional CPR Coordinator - LAC, the Administrative Assistant will provide support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant will promote a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the Regional Service Center and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities
Summary of Key Functions:

•      Implementation of operational strategies
•      Support to effective and efficient functioning of the unit
•      Support to administrative and logistical services
•      Support to office maintenance and assets management
•      Support to knowledge building and knowledge sharing
• Ensures implementation of operational strategies, focusing on achievement of the following results:
•     Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
•     Provision of inputs to the RC administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
•     Provision of inputs to preparation of administrative team results-oriented work plans.

Ensures effective and efficient functioning of the unit , focusing on achievement of the following results:

•     Contacts with visitors and staff, arrangement of appointments and meetings. Taking minutes when required.
•     Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
•     Translation of simple correspondences, when needed.
• Ensures effective and efficient functioning of the unit , focusing on achievement of the following results:
•     Contacts with visitors and staff, arrangement of appointments and meetings. Taking minutes when required.
•     Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
•     Translation of simple correspondences, when needed.
• Ensures effective administrative and logistical support, focusing on achievement of the following results:
•     Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
•     Performance of a Buyer role in Atlas and preparation of Purchase Orders for travel activities.
•     Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
•     Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
•     Administrative support to conferences, workshops, retreats.
•     Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
•     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.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

    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

Support knowledge building and knowledge sharing in the RC, focusing on achievement of the following results:

     Participation in the training for the operations/projects staff on administration.
     Sound contributions to knowledge networks and communities of practice.

Impact of Results:
The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the region.


Competencies
Functional Competencies:   
Building Strategic Partnerships
Maintaining information and databases

     Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis

     Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures

     Understands the main processes and methods of work regarding to the position
     Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
     Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development
Presentation of information on best practices in organizational change

     Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems
Data gathering and implementation of management systems

     Uses information/databases/other management systems
     systems

Client Orientation
Maintains effective client relationships

     Reports to internal and external clients in a timely and appropriate fashion
     Organizes and prioritizes work schedule to meet client needs and deadlines
     Responds to client needs promptly

Promoting Accountability and Results-Based Management
Gathering and disseminating information

     Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

     Demonstrating/safeguarding ethics and integrity
     Demonstrate corporate knowledge and sound judgment
     Self-development, initiative-taking
     Acting as a team player and facilitating team work
     Facilitating and encouraging open communication in the team, communicating effectively
     Creating synergies through self-control
     Managing conflict
     Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge
     management/sharing is the responsibility of each staff member.
     Informed and transparent decision making

UNDP Procurement Certification Programme

Required Skills and Experience
Education:

    Secondary Education with specialized certification in Administration, Accounting, Finance. University degree in Business Administration, Accounting, Finance or Public Administration desirable, but it is not a requirement.

Experience:

    5 years of relevant experience in administration or programme support service.
    Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
    Experience in handling of web-based management systems: Atlas functional knowledge would  be an asset

Language Requirements:

    Fluency in Spanish and intermediate English.

Note:
Please note that applications received after the deadline will not be considered.
The electronic version of a UN Personal History Form (P.11) can be downloaded from the UNDP RSC website http://www.regionalcentrelac-undp.org/es/p11
Applications without the completed P.11 form will be treated as incomplete and will not be considered for further assessment.
Only short-listed qualified candidates will receive an acknowledgement

FC: 30000

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

To apply follow this link