Administrative Associate, GS-6, Fixed-Term, LACRO, Panama City

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,820 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, commitment

How can you make a difference?

Under the supervision and guidance of the Operations Officer, the Administrative Associate for Shared Administrative Services is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective LAC Regional Office and the Panama Country Office requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies.

Key functions, accountabilities and related duties/tasks:

Office Premise & Facilities Management

• Ensure efficient management and running of office premises and facilities in utmost compliance with environmental/greening norms and adhering to the Energy Performance Index (EPI) standards. Emphasis will be to focus on SMART management of facility using technology as an enabler e.g., Building Management System (BMS) thereby ensuring optimum utilization of resources, compliance with energy conservation norms leading to reduction of carbon footprint.
• Ensure UNICEF premise comply with International Accessibility norms and make necessary facilities available for people with special abilities.
• Ensure general maintenance, hygiene and cleanliness of the office premises adhering to environmental standards. Oversee and monitor contracts for housekeeping services, maintenance services, scrutinize and check correctness of bills for contracted services.

Procurement

• Facilitates the processing of contracts for vendors that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements.

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intranet websites are up to date and accurate.

Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.

Travel

• Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.

Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.

Supplies/Equipment

• Supports management of administrative supplies, office equipment, and updating inventory of items.

The full details of expected activities can be found here: Administrative Associate GS-6 86354 LACRO (SAS) v2.pdf

To qualify as an advocate for every child you will have…

• Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of six years of relevant administrative or clerical work experience is required.
• Fluency in Spanish and Proficiency in English required.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• In-depth knowledge of United Nations and/or UNICEF organizational structure, administrative policies and procedures will be considered and asset.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

*****

Applicants must be nationals of Panama or in possession of a valid work permit.

General Service (GS) staff are locally recruited and therefore, candidates are personally responsible for any travel and accommodation arrangements.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.