Administrative and Finance Assistant

Result of Service Objective. Under the direct supervision of the Environmental Governance Coordinator of the Latin America and the Caribbean Office, the Administrative & Finance Assistant will support the Governance and Biodiversity and Ecosytems Units in the accomplishment of its Programme of Work, which aims to support countries to develop and implement laws, policies and incentives that address the drivers of biodiversity loss and promote sustainable and inclusive economic activities. The incumbent will be responsible for the following duties:

Budget and Finance: - Support the monitoring of the budget execution of the Units projects. - Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters. - Support in the preparation of narrative and financial reports. - Supports the PMO in extracting information and generating expenditure reports from computerized information system databases. - Assist in the preparation of obligations, review them to ensure that funds are available, and the correct account has been used. - Prepare payments for final disbursement (implementing partners and vendors). Review incoming payment instructions with regards to banking details and sources of funds. Ensure banking details are correct in the system. Notify payees of status of payments. - Assist staff members, Fund Management Officers and donors regarding queries on payment and deposit-related issues.

Administration: - Support travel related processes. - Support the drafting and processing of agreements with relevant partners. - Provide support to process partners payments and expense reports and other process, and ensure that these are made in a timely manner, as per the terms of contracts or agreements. - Support procurement processes, including drafting of Terms of Reference, request for quotations, draft comparative tables, among other related tasks in compliance with all institutional policies and administrative procedures of UNEP and partner organizations, where applicable. - Provide support to recruitment of human resources, where applicable, and related administrative and remuneration processes. - Supports the establishment and maintenance of the document database, including on shared platforms (e.g., official communications, relevant emails, minutes, project documents). - Provide logistical support when necessary, including organizing events. - Assist with the inventories of fixed assets. - Performs other related duties, as assigned.

Work Location Initially home-based, then UNEP LACO, once the new office is open.

Expected duration Five (5) months, with possibility of extension.

Duties and Responsibilities The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.

The UNEP Latin America and the Caribbean Office (LACO) works closely with the 33 countries of the region. Its activities are conducted in full alignment with the Medium-Term Strategy and the Programme of Work both approved by the United Nations Environment Assembly (UNEA).

The incumbent will provide administrative and finance support to the regional Biodiversity and Ecosystems and Governance units at the Latin American and the Caribbean Office. His/her work will be conducted under the supervision of the Environmental Governance Regional Coordinator of the Latin America and the Caribbean Office, in close coordination with the Programme Assistant of the unit, who will serve as his/her primary focal point, and the Biodiversity and Ecosystems Coordinator.

The incumbent will work initially home-based, then UNEP LACO, Panama City, Panama, once the new UNEP office is open, his/her work schedule will be 40 hours per week, full time, Monday to Friday and will require exclusive dedication.

Qualifications/special skills ACADEMIC: - Bachelor university degree in accounting, finance, administration, or equivalent studies is required.

PROFESSIONAL: - Experience: Minimum 5 years of experience in finance, budget, accounting, administrative services or related area is required. - Experience in United Nations or other international organization is an advantage.

LANGUAGE: - Fluency in Spanish and English is required.

SPECIAL KNOWLEDGE AND SKILLS: - Ability to analyze and synthesize information from financial systems to identify critical issues and translate them into practical executive table and charts for the easy understanding and reference of project managers, regional coordinator and senior management as required. - Knowledge of UN financial system or SAP One Business is an asset. - Excel intermediate data management, formula and clear calculation logic. - Business intelligence, Power BI apps and platform knowledge is an asset.

COMPETENCIES: - Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational problems. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

  No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.