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Administrative Assistant (G4)

Posted on November 8, 2017 by UNHCR

Deadline for registration: November 14, 2017

Position Title: Administrative Assistant (G4)

Position Number: 10027611

Duty Station: Panama City, PANAMA

Duration of Assignment: 1 January to 31 December 2018

Type of Contract: Fixed Term Appointment

Important Notice: Persons interested in applying for this position must be Panamanians.

Qualified candidates who are interested in this position are invited to submit their written application, attaching a UN Personal History Form (P.11) and motivation letter (1 page maximum), not later than November 14, 2017. Application documents should be sent by email to UNHCR (panpa@unhcr.org), including the reference of “RO PAN Administrative Assistant” in the subject field.

Due to the foreseen number of applications, only persons shortlisted will be contacted.

Organizational Context:

The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Regional Admin/Finance Officer to ensure that routine services and activities within the administrative domain are properly implemented. Subject to the nature of the task/assignment in hand. S/he will receive regular guidance from his/her supervisor. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The nature of certain personnel/administrative tasks requires discretion and confidentiality as per UNHCR standards and practices. The incumbent’s workload and the assignments will remain under constant scrutiny and direction of the supervisor.

Functional Statement:

The Administrative Assistant is a position within a Regional Office that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative/personnel functions require discretion and confidentiality.

The most typical functions may include:

Maintain hard and electronic office files and records; classify and code material relating to a variety of topics; Search and retrieve office files, and reproduce documentation and background material for reference and action by the supervisor, as and when required;

Receive, register, route correspondence and office pouch. Maintain a follow up system;

Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology;

Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation;

Maintain office inventory and stocks of office supplies. Monitor and coordinate the agenda of the office driver on a daily basis, giving priority to the requirements of the Management.

Give support with the local procurement processes.

Assist the supervisor to monitor and record expenditure/disbursement of funds.

Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.

May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable; Monitor office facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.

Any other responsibilities/functions deemed necessary by the supervisor/or senior manager in order to meet the level of the services in the organization.

Required Competencies:

Cross-Functional Competencies

  • Analytical Thinking

  • Planning & organizing

  • Change Capacity and Adaptability

    Essential Minimum Qualifications and Professional Experience required:

  • Completion of Secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or other related field.

  • Minimum 3 years (for secondary education holder) or 4 years (for certificate/training holder) of previous job experience relevant to the function;

  • Computer skills (MS office and People soft applications).

  • Fluency in English and working knowledge of another relevant UN language or local language.

  • In offices where the working language is not English, excellent knowledge of working language of duty station and working knowledge of English.

    Desirable Qualifications and Competencies:

  • Good knowledge of UNHCR Admin and financial rules, procedures and processes;

  • Knowledge and working experience of MSRP (People soft);

  • Prior exposure to UNHCR refugee operations and functions relating to field office administration

  • Completion of UNHCR learning programmes or specific training relevant to functions of the position.