UN Women: Administrative Assistant, Panama City, Panama, NPPSA-5

UN Women•Panama City, FL

6h•Onsite

About The Position

UN Women, in its Regional Office in Panama City, supports the achievement of gender equality, women's empowerment, and the promotion and protection of women's human rights in the Americas & Caribbean Region. A key focus area is ending violence against women and girls, with efforts to improve the quality and accessibility of coordinated services and responses. UN Women collaborates with partners to establish regional standards for essential services for women and girls experiencing violence and actively participates in UN inter-agency processes. The Administrative Assistant, under the supervision of the Administrative Associate, will support office operations by performing various administrative processes, ensuring high quality and accuracy. This role requires a client, quality, and results-oriented approach, working closely with operations, programme, and project personnel for consistent service delivery.

Requirements

Completion of secondary education is required.
Five (5) years of progressively responsible experience in administration, procurement, HR, or logistic support service, is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
Working knowledge of English (oral and written communication) is required.
Fluency in Spanish is required.

Nice To Haves

Bachelor’s degree in business administration, public administration or related fields is desirable.
Previous experience managing administrative and operational processes within the United Nations system or other international and multilateral organizations is an asset.
Experience coordinating official travel arrangements, including travel planning, booking, and related administrative processes, is desirable.
Experience supporting the planning, coordination, and logistical organization of meetings, workshops, conferences, and other events is desirable.
Experience providing support to procurement and contracting processes, including consultancy and service contracts, is desirable.
Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.
Experience in managing virtual platforms is desirable.

Responsibilities

Provide general administrative and logistical support to the office in accordance with UN Women rules, regulations, policies, and procedures.
Collect information on shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent).
Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards, and other documents, and collect information for DSA, as required.
Register, update, and maintain supplier profiles to ensure data accuracy and compliance with organizational standards.
Provide administrative support to conferences, workshops, and retreats.
Provide administrative support to property management.
Maintain filing system ensuring safekeeping of confidential materials.
Perform Buyer role in Quantum system and prepare Purchase Orders.
Prepare Micropurchases, Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
Monitor and maintain office stationery supplies, including maintenance of stock list, distribution, and keeping a log.
Maintain records on assets management and prepare required reports.
Maintain files and records relevant to office premises and related maintenance.
Prepare financial documentation and records related to the payment of goods and services.
Support in the annual asset verification exercise.
Support in asset-related tasks, as required.
Facilitate the arrival and accommodation of external personnel, providing administrative and logistical support as needed.
Receive and distribute documentation, packages, and attend phone calls received in the organization.
Create and upload vacancy announcements, compile long- and shortlisting matrices, organize interview panels, and other tasks, as assigned.
Maintain staffing lists and reports, as assigned.
Provide administrative support to periodic security assessments of UN Women premises and equipment.
Provide administrative support to the coordination of security evaluations for residences of UN Women personnel, as well as on latest trends and threats to personnel safety and security.
Provide inputs to the preparation and review of the UN Women and UN Security Plan.
Provide logistical support during the implementation of the Security Plan, as required.
Provide support in the UN Women Warden System, as required.
Provide logistical support to the UN Women Security Focal Point in the completion and updating of the UN Women and UN Security Compliance Survey (SCS) Processes.
Facilitate trainings on administration policies, procedures, and processes for operations/projects personnel, as required.
Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.