Administrative Assistant
Support administrative activities for projects in LAC.
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Overview
Support administrative activities for projects in LAC.
You have:
- Bachelor's Degree in business administration or human resources management or related humanities area; 3 years of experience accepted in lieu of degree.
- Minimum 2 years of progressive experience in performing general administrative activities.
- Fluency in English and Spanish is required; Portuguese is an advantage.
Result of Service The consultant shall support the Regional Office team and the teams in the countries in completing the required administrative activities related to the complete cycle of the projects within the LAC region. The key results expected are: (i) requests are duly processed on a timely manner; (ii) files and control tables are kept complete and updated; and (iii) reports are produced on a timely manner.
Work Location Panama City, Panama
Expected duration Six months upon the signature of the contract, with the possibility of renewal.
Duties and Responsibilities BACKGROUND
The United Nations Human Settlements Programme, established by the General Assembly of the United Nations by its resolution 32/162, of 19 December 1977, transformed into a Programme by its resolution 56/206, of 21 December 2001, with headquarters in Nairobi, Kenya, is the coordinating agency within the United Nations System for human settlement activities, the focal point for the monitoring, evaluation and implementation of the Habitat Agenda, as well as the task manager of the human settlements chapter of Agenda 21. In collaboration with governments, it is responsible for promoting and consolidating col-laboration with all partners, including local authorities and private and non-governmental organizations in the implementation of the Habitat Agenda and the Sustainable Development Goals.
The Regional Office for Latin America and the Caribbean (ROLAC) is located in the city of Rio de Janeiro. The Programme Management Officer is stationed in UN-Habitat’s operations office in Panama City, Panama.
RESPONSIBILITIES
The consultant will work under the direct supervision of the Programme Management Officer (PMO), Ms. Amrita Jaidka, and shall maintain direct communication with the project teams of the hubs, the ad-ministrative support teams and external consultants, in order to improve the efficiency of operations within the Latin America and the Caribbean region, providing general administrative services, in strict observation with UN Rules and Regulations, as well as internal procedures.
Human Resources
- Reviewing terms of reference for publication by UN-Habitat or to be sent to partner agencies;
- Checking remuneration levels vis-à-vis the applicable salary scales;
- Following up the hiring processes done by other partner agencies;
- Supporting the review of service requisitions and shopping carts to ensure supporting documentation is attached as well as accuracy in Umoja.;
- Following up in the creation of index numbers and BP numbers in UMOJA;
- Performing required activities related to the hiring of interns;
- Updating routine control tables as well as preparing the monthly reports to UN Habitat Headquarters
Others/Knowledge Management
- Documenting, archiving and keeping control of the database of agreements, related documents and project documents;
- Updating routine control tables as well as preparing the monthly reports to UN Habitat Headquarters;
- Maintaining an organized and accessible information file;
- Supporting in the control of inventory of the offices;
Providing administrative support or any other assistance requested by the officers.
Qualifications/special skills Competency: Core Competencies: Demonstrating/safeguarding ethics and integrity; self-development, initiative-taking; acting as a team player and facilitating team work; facilitating and encouraging open communication in the team, communicating effectively; learning and sharing knowledge and encourage the learning of others.
Professionalism: Demonstrated ability to apply good judgment in the context of assignments given; 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 re-sults; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messag-es 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.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by gen-uinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and re-sources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Academic Qualifications: Education A Bachelor's Degree in business administration, human resources management, or any other area related to humanities. (Additional 3 years of relevant experience beyond the requirement will be accepted in lieu of the Graduation diploma). Experience: Professional Experience Minimum 2 years of progressive experience in performing general administrative activity. Language: Language Command in oral and written English and Spanish is required for this post. Knowledge of Portuguese will be an added advantage.
Additional Information Notes All applications will be treated with the strictest confidence. Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be con-tacted.
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.
Potential interview questions
| Can you describe a time when you had to manage multiple administrative tasks? | This question assesses your ability to multitask and prioritize work effectively. | Provide specific examples of how you managed several tasks simultaneously and achieved successful outcomes. |
| How do you ensure accuracy in your work, especially in administrative processing? | This question evaluates your attention to detail and thoroughness in administrative roles. | Pro members can see the explanation. |
| What strategies do you use to maintain effective communication with team members across different offices? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 4 years ago
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Updated 1 year ago
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Source:
careers.un.org
