Administrative Assistant

Job Posting Organization:
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda. Established to promote the coherent implementation of the environmental dimension of sustainable development within the United Nations system, UNEP serves as an authoritative advocate for the global environment. The UNEP/Latin America and the Caribbean Office plays a crucial role in implementing UNEP's global programs in the region by initiating, coordinating, and catalyzing regional and sub-regional cooperation and action in response to environmental challenges. The organization is committed to fostering sustainable development through sound environmental practices and policies, and it operates in multiple countries across Latin America and the Caribbean, working with various stakeholders to address pressing environmental issues.

Job Overview:
The Administrative Assistant position is integral to the UNEP/Latin America and the Caribbean Office, located in Panama City. The incumbent will support the daily coordination of administrative activities within the program unit, working independently with minimal supervision. The role involves providing accurate reports and records in areas such as work programming, budget and financial management, personnel administration, and other administrative functions. The incumbent will work closely with the Regional Climate Change Coordinator and the Administrative Officer to ensure the smooth operation of the office's administrative and programmatic functions. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently while maintaining a high level of professionalism and attention to detail.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include, but are not limited to:

• Human Resources Management: Initiating, reviewing, processing, and following up on actions related to the administration of the unit’s human resource activities, including recruitment, placement, promotion, and training. Responding to staff inquiries regarding entitlements and administrative procedures. Maintaining vacancy announcement files and monitoring staffing tables.
• Budget, Finance, and Reporting: Assisting in the preparation and analysis of project and office budget proposals, monitoring expenditures, and preparing financial reports. Collaborating with various organizational units to ensure proper budget management and compliance with UN guidelines.
• General Administration: Drafting routine correspondence, coordinating with service units, and performing other administrative duties as required. Collecting data for reporting purposes and preparing various reports and presentations.
• Contract Administration: Assisting with the administration of contracts with external contractors, processing invoices, and preparing legal instruments.
• Travel Administration: Coordinating travel arrangements for staff members, calculating entitlements, and ensuring compliance with travel regulations.
• Competencies: Demonstrating professionalism, planning and organizing skills, and client orientation in all tasks.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Relevant training in project management, administration, accounting, finance, or a related field is desirable. The position requires a strong understanding of internal policies and procedures related to program/project administration and budgeting. Candidates should demonstrate the ability to work well with figures, conduct basic research, and apply good judgment in various contexts. Professionalism, attention to detail, and the ability to meet deadlines are essential.

Educational Background:
A high school diploma or equivalent is required for this position. Additional qualifications in project management, administration, accounting, finance, or related fields are highly desirable and will be considered an asset in the selection process.

Experience:
Candidates must have at least seven (7) years of experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience with Enterprise Resource Planning (ERP) systems is desirable, as is experience in supporting project implementation processes. Familiarity with the United Nations or similar international organizations is also advantageous. Additionally, candidates should have at least one (1) year of experience in data analytics or a related area.

Languages:
Fluency in English and Spanish is required for this position, as these are the working languages of the United Nations Secretariat. Knowledge of another official United Nations language is considered an advantage. Fluency is defined as a rating of 'fluent' in all four areas (reading, writing, speaking, understanding), while 'knowledge of' indicates a rating of 'confident' in two of the four areas.

Additional Notes:
This position is a project appointment for an initial period of one (1) year, with the possibility of extension based on the continued existence of the mandate and availability of funding. The appointment is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Panama City. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. All applicants must provide complete and accurate information in their applications, as this will be the basis for assessing eligibility and suitability for the position.