Administrative Assistant (Asistente Administrativa/o)

UNDP • Panama City, FL

2d • Onsite

About The Position

The UNDP is the leading United Nations organization in the fight to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated and lasting solutions for people and planet. The UNDP works in more than 170 countries and territories, providing assistance to develop policies, leadership and partnership skills, institutional capacities and resilience building, fostering sustainable human development. In Panama, it works at the national, municipal, and regional levels. The UNDP is part of the United Nations Agencies, Funds, and Programs in Panama, contributing to the achievement of the United Nations Sustainable Development Cooperation Framework (UNSDCF) in Panama. The Strategic Government Plan 2025-2029 and the programmatic frameworks of the United Nations Sustainable Development Cooperation Framework in Panama (UNSDCF) 2026-2030 and the UNDP Country Program 2026-2030, which prioritize inclusive economic growth and a sustainable environment, fostering well-being and equity in the population, and promoting inclusive, effective, and responsible governance systems. In this way, the project in the Indio River basin is positioned as an innovative and replicable model for integrating land registry, human development, and environmental sustainability in territories of high strategic importance for Panama. In its role as a development partner and facilitator for the 2030 Agenda for Sustainable Development Goals (SDGs), we provide technical assistance to accelerate the achievement of the SDGs as catalysts for ensuring that all people live better lives in harmony with the planet. At the programmatic level, UNDP Panama is organized into 3 Clusters and 1 Portfolio: the Cluster for Environment, Climate Change, and Risk Management for Sustainable Development; the Cluster for Social Inclusion and Equity; and the Cluster for Governance, Peace, and Human Rights. The portfolio is for social cohesion for Panama. In the area of Environment, Climate Change, and Risk Management (where the other clusters and portfolio converge), integrated watershed management is one of the tools to achieve the best or optimal allocation of water use/human activities and territory to ensure long-term water resources, ecosystem health, and prosperity for people. The ACP, with strategic partners and inter-institutional coordination, will promote the development of initiatives to improve people's quality of life through efficient water management in the Indio River watershed, which in turn will strengthen the Panama Canal's lake system, fostering benefits for local communities, translated into promoting sustainable human development for socioeconomic and environmental co-management. Progress in structural transformations must be made from what the communities themselves have recognized as successful and valuable, which is the assurance of land rights through a land registry and titling program in the territories within this watershed, so that the people who live there have legal certainty of their lands and that this right serves not only to empower men and especially women but also as a catalyst for improving their living conditions. With the integration of the Indio River Basin into the Panama Canal Basin, an integral approach to territorial management continues, which includes the land registry and titling program, similar to that developed in the CHCP, where more than 12,080 titles have been issued since 2006. Within this framework, the ProDoc for the Indio River Land Registry and Titling Project was approved, whose objective is to address the lack of legal certainty over land, a situation that increases community vulnerability and limits their investment and participation opportunities in sustainable territorial management. The ACP is promoting a land registry and titling project in the Indio River Basin to strengthen land tenure security and promote sustainable development. In addition to titling, the initiative includes training, strengthening local governance, and responsible land use. The objective is to advance the regularization of untitled areas and complete the processes initiated between 2017 and 2019, also supporting the conceptual design of a future multipurpose reservoir and other integral projects in the basin. For its execution, a technical unit is required to carry out field surveys, process regularization resolutions, manage pending files, update the land registry, and develop new titling processes in additional areas of the basin. Project Objective: To develop cadastral surveys in approximately 60,000 hectares as part of the territorial regularization process in the Indio River Basin and manage the issuance of corresponding property titles, as well as participate in the technical verification of farm boundaries required in land acquisition processes for the resettlement of the Indio River Lake Project, ensuring transversally the implementation of actions that guarantee the effective participation and inclusion of women as property owners. The land registry and titling project estimates: cadastral survey of approximately 60,000 hectares. Registration with the Public Registry of approximately 2,600 farms. Rectification of boundaries of approximately 5,000 hectares.

Requirements

• Secondary education (Complete).
• Four (4) years (with complete secondary education) or one (1) year (with complete bachelor's degree) of relevant experience in administrative project management in organizations or companies (e.g., procedures, processing, procurement).
• Experience in handling office computer programs such as Microsoft Office 365 (Word, Excel, and PowerPoint).
• Experience in managing physical and digital files.
• Fluency in Spanish is required.

Nice To Haves

• University studies (Bachelor's Degree) in Administration, Finance, Engineering, Social Sciences, and related fields will be given due consideration but is not a requirement.
• Experience in logistical management and development in organizing meetings, events, or program/project workshops.
• Experience preparing periodic reports (monthly, quarterly, and annual) on the administrative status of a project, organization, or company.
• Experience in managing administrative procurement processes such as preparing payment requests and service contracts accompanied by supporting documentation.
• Experience with public service roles.

Responsibilities

• Provide administrative and logistical support to daily management, including drafting notes, memos, minutes, and project communications.
• Receive correspondence addressed to the project coordinator and verify that it meets the requirements for processing.
• Support in the preparation of administrative reports.
• Perform other functions within their profile that contribute to the efficient operation of the office and the organization.
• Support project stakeholders in administrative matters in accordance with the processes of the Coordinating Unit and UNDP regulations.
• Provide logistical support for the execution of project activities (meetings, forums, events), including quotations, materials, and general coordination.
• Organize communications and manage project files.
• Compile, save, scan, and maintain physical and digital project files.
• Prepare micro-purchases and requisitions with supporting documentation and corresponding authorizations.
• Process purchase requests, per diem payments, contracts, amendments, and other administrative requirements.
• Prepare payment requests, ensuring complete supporting documentation.
• Manage invoices for supplier payments in Quantum, including corresponding support.
• Compile and safeguard supporting documentation for supplier payments.
• Prepare and follow up on purchase orders and pending invoices.
• Manage administrative procedures for creating suppliers in the Quantum platform.
• Administratively support the hiring of project personnel when required.
• Maintain a control of contract and addendum expirations. Request addenda for contracts in a timely manner if required.
• Ensure the electronic management of the project's equipment inventory.
• Process the transfer of assets to the institution, ensuring documentary and administrative compliance.
• Support the creation and exchange of knowledge relevant to the project.
• Participate in training on internal procedures for project personnel and provide support in organizing training and other capacity development activities as needed.
• Contribute significantly to knowledge networks and communities of practice.
• Maintain organized records of project data, field activities, case studies, human interest stories, photographs, and other relevant documents that can be used for knowledge sharing and promotion.

Benefits

• The program will cover expenses related to mobilization, lodging, and food, according to the activities and requirements of the Project, if necessary.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED