Administrative Associate (UNOPS)

This position is advertised open to internal and external applicants.

IMPORTANT NOTE: Persons interested in applying for this position must be Panamanian Nationals or must be legally present in Panama at the time of application, recruitment and hire. Non-Panamanian citizens are required to attach a valid work permit to be considered for this vacancy. 1. General Background

The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks.
The Administrative Associate is supervised by the Administrative Officer, who defines general work objectives and provides necessary advice and guidance. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or Implementing Partners (IPs) on subject matters which may be of importance to the Organization.

2. Purpose and Scope of Assignment

- Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
- Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment.
- Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in MSRP and other systems.
- Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files.
- Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals.
- Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
- Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action.
- Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
- Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records.
- In addition to general administration responsibilities, may also supervise indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
- Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records.
- Perform other related duties as required.

3. Monitoring and Progress Control

- Smooth operational work is ensured through client service and troubleshooting.
- Reports are provided as per admin guidelines and when required
- Initiate correspondence to verify data, answer queries and obtain additional information on administrative matters, workshops preparation, travel management, as required.
- Verify that the administrative transactions are correct and in accordance with UNHCR rules and procedures.

4. Qualifications and Experience

a) Education:
- High School diploma
- Certificates and/or Licenses in Business Administration, Finance, Office Management or other related fields.

b) Work Experience:
- Minimum of 6 years of relevant work experience.
- High level of IT affinity (MS Office applications, People Soft).

Desirable Qualifications:
- Completion of UNHCR learning programmes or specific training relevant to functions of the position
- IT-Computer Literacy;

Desirable:
- UN-UN/UNHCR Administrative Rules, Regulations and Procedures;
- UN-UN/UNHCR Financial Rules and Regulations and Procedures;
- SC-UNHCR Procurement Rules and Procedures;
- IT-PeopleSoft EPM/Budget.

c) Key Competencies:
Core Competencies:
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation

Managerial Competencies:
Managing Resources

Cross-Functional Competencies:
Analytical Thinking
Planning and Organizing
Change Capability and Adaptability Fluency in English and Spanish. Please note that this position is offered under UNOPS contract at LICA-6 level, initially until 31 December 2020.

Shortlisted candidates will be interviewed and might be requested to sit for a test. Only short-listed candidates will be notified. No late applications will be accepted.

UNHCR/UNOPS does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees). The closing date for submission of applications is 18 January 2020.