Administrative Assistant

United Nations Children's Fund

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Description

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Under the supervision and guidance of the Operations Manager, the Administrative Assistant for Shared Administrative Services is responsible for executing a broad variety of some routine tasks and some specialized for the respective LAC Regional Office and the Panama Country Office requiring thorough knowledge of UNICEF administrative procedures, processes, and policies.
Summary of key functions/accountabilities:
  • Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and
  • advised on actions for decision/follow up.
  • Provides support in the provision of administrative services for the regional office to newly arrived IP staff and their dependents. As well as support in
  • the shipment of their personal effects, including liaison with the Ministry of Foreign Affairs, customs and other authorities.
  • Processes requests for visas, identity cards, driving licenses and other necessary personnel-related documents in accordance with the requirements of the United Nations and local Panamanian authorities for staff and dependents.
  • Monitors administrative services implementation against established milestones and makes recommendations to improve performance.
  • Facilitates the processing of contracts for administrative services of the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs and all relevant supporting document in VISION, and making necessary logistical arrangements.
  • Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date
  • and accurate.
  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and
  • hosts.
  • Facilitates on time travel arrangements related to entitlements based on the organization’s rules and policies. Liaises with relevant travel focal point
  • to ensure that the organization obtains the best service and price for all travel.
  • Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
  • Supports management of administrative supplies, office equipment, and updating inventory of items.
  • The full details of expected activities can be found here: Download File Administrative Assistant G5 LACRO.doc
To qualify as an advocate for every child you will have…
  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
  • A minimum of 5 years of relevant administrative or clerical work experience is required.
  • Effective use of Word, Excel and Power Point and knowledge of SAP system is considered as an asset.
  • Fluency in Spanish and good working knowledge of English required.

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