Administrative Assistant

Job Posting Organization:
UN Women was established in July 2010 by the United Nations General Assembly as part of the UN reform agenda, aimed at consolidating resources and mandates to enhance the impact on gender equality and women's empowerment. The organization operates with a mission to eliminate discrimination against women and girls, empower women, and achieve equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. UN Women has a Regional Office in Panama City, along with 10 Country Offices and a Multi-Country Office, providing programmatic presence in five countries across the Americas and Caribbean Region. The organization collaborates with governments, civil society, and the UN system to support gender equality and women's human rights, focusing on ending violence against women and girls as a primary area of concern. UN Women actively participates in various UN inter-agency processes and works with partners to establish standards and guidelines for essential services to meet the needs of women and girls affected by violence.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the office operations of UN Women by performing a variety of standard administrative processes. This position is supervised by the Administrative Associate and requires a client-oriented approach to ensure high quality and accuracy of work. The Administrative Assistant collaborates closely with the operations, programme, and projects personnel team to ensure consistent service delivery. The role encompasses general administrative and logistical support, office and asset management, human resources services, security coordination, and knowledge sharing. The incumbent is expected to facilitate trainings on administrative policies and procedures for operations/projects personnel, thereby contributing to the efficient functioning of the office and the organization as a whole.

Duties and Responsibilities:

• Provide general administrative and logistical support to the office in accordance with UN Women rules, regulations, policies, and procedures. This includes collecting information on shipments, preparing documents for UN Women shipments, arranging travel and hotel reservations, processing travel authorizations, and maintaining supplier profiles.
• Support office and asset management by monitoring office supplies, maintaining records on assets, preparing financial documentation, and facilitating the arrival and accommodation of external personnel.
• Assist in the implementation of Human Resources services by creating and uploading vacancy announcements, compiling long- and shortlisting matrixes, and maintaining staffing lists.
• Provide administrative support to the UN Women Security Focal Point, including support for security assessments and the coordination of security evaluations.
• Facilitate knowledge building and sharing by conducting trainings on administrative policies and procedures for personnel. The incumbent may also perform other duties as necessary for the efficient functioning of the office.

Required Qualifications:
Completion of secondary education is required. A Bachelor’s degree in business administration, public administration, or related fields is desirable. Candidates must demonstrate a strong understanding of administrative processes and possess good knowledge of administrative rules and regulations. Basic knowledge of procurement, finance, and human resources processes is also required, along with good IT and web-based management skills.

Educational Background:
The minimum educational requirement for this position is the completion of secondary education. However, candidates with a Bachelor’s degree in business administration, public administration, or related fields will be given preference. This educational background is essential for understanding the administrative and operational processes within the organization.

Experience:
Candidates must have a minimum of five (5) years of progressively responsible experience in administration, procurement, HR, or logistic support services. Experience in using computers and office software packages, such as MS Word and Excel, is required. Previous experience managing administrative and operational processes within the United Nations system or other international organizations is considered an asset. Additionally, experience in coordinating official travel arrangements and supporting the planning and organization of meetings, workshops, and conferences is desirable. Familiarity with procurement and contracting processes, including consultancy and service contracts, is also beneficial.

Languages:
A working knowledge of English (both oral and written communication) is required for this position. Fluency in Spanish is also mandatory, as it is essential for effective communication within the organization and with stakeholders.

Additional Notes:
The position is full-time and may involve working with international teams. UN Women is committed to diversity and inclusion, ensuring that all employment decisions are based on qualifications, competence, integrity, and organizational need. The organization has a zero-tolerance policy on conduct incompatible with its aims and objectives, including sexual exploitation and abuse, sexual harassment, and discrimination. Selected candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history. Applicants must ensure that all sections of the application form are completed to avoid disqualification from the recruitment process.