Asistente Administrativo/a

Job Posting Organization:
The United Nations Development Programme (UNDP) is the leading organization of the United Nations in the fight to end poverty, inequality, and climate change. Established to assist nations in building integrated and sustainable solutions for people and the planet, UNDP operates in over 170 countries and territories. In Panama, UNDP works at national, municipal, and regional levels, contributing to the achievement of the United Nations Sustainable Development Cooperation Framework (UNSDCF) and the Strategic Government Plan 2025-202

• The organization focuses on inclusive economic growth, sustainable environments, and effective governance systems, aiming to improve the quality of life for all citizens while promoting social cohesion and environmental sustainability.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the daily management of the project, which focuses on land titling and cadastre in the Indio River Basin. This position involves providing general administrative and logistical support, including drafting notes, memos, and project communications. The assistant will also be responsible for managing project documentation, ensuring compliance with UNDP regulations, and facilitating the execution of project activities. The role requires a proactive approach to problem-solving and the ability to adapt to changing project needs, as well as a commitment to fostering an inclusive environment that promotes the participation of women in land ownership and management.

Duties and Responsibilities:

• Provide general administrative support to the project, including drafting correspondence and reports.
• Organize and manage project communications and documentation, ensuring all files are maintained accurately.
• Handle procurement processes, including preparing purchase requests and managing invoices.
• Assist in the recruitment and management of project personnel, ensuring timely contract renewals and compliance with UNDP policies.
• Maintain an inventory of project assets and ensure proper documentation for asset transfers.
• Support the organization of project events, meetings, and workshops, including logistical arrangements and material preparation.
• Contribute to knowledge management by maintaining organized records of project data, case studies, and relevant documentation.
• Collaborate with project stakeholders to ensure effective communication and coordination of activities.

Required Qualifications:

• Secondary education is required; a bachelor's degree in Administration, Finance, Engineering, Social Sciences, or related fields is preferred.
• A minimum of four years of relevant experience in administrative project management is required for candidates with secondary education, or one year for those with a bachelor's degree.
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint) is essential.
• Experience in managing physical and digital files is required.
• Strong organizational skills and attention to detail are necessary for effective project support.

Educational Background:
Candidates must have completed secondary education, with preference given to those holding a bachelor's degree in relevant fields such as Administration, Finance, Engineering, or Social Sciences. This educational background will provide the necessary foundation for understanding project management and administrative processes within the UNDP framework.

Experience:
Candidates should possess a minimum of four years of relevant experience in project administration for those with secondary education, or at least one year of experience for those with a bachelor's degree. Experience in administrative procedures, procurement processes, and project management within organizations or companies is highly valued. Familiarity with UNDP's operational guidelines and procedures is a plus.

Languages:
Fluency in Spanish is mandatory for this position. Knowledge of English or other languages may be considered an asset but is not required.

Additional Notes:
This position is open to both national and international applicants with permanent residency and valid work permits for the duration of the contract. Applications received after the closing date will not be considered. Only selected candidates will be contacted for interviews. The position is based in the Technical Support Unit Office of the Indio River Basin, located in Capira, Panama Oeste province. The work will primarily take place in the Indio River Basin, which includes territories in Coclé, Colón, and Panama Oeste provinces. The assistant will be expected to work regular hours from Monday to Friday, with potential extended hours and weekend work as project needs arise. The role may involve working in challenging environments, and any necessary travel expenses will be covered by the project.