Administrative & Finance Assistant

Result of Service Under the direct supervision of the Science Policy Regional Coordinator of the Latin America and the Caribbean Office, the Administrative & Finance Assistant will support the Science Policy Unit in the accomplishment of its Programme of Work, which aims to link science with policy making and foster sustainable development. 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 others 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. - Provides support to the Chemicals and Pollution Unit, as required. - Performs other related duties, as assigned.

Work Location Panama City, Panama.

Expected duration 5 months

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 (LAC Office) 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 Science Policy and the Chemicals and Waste units at the LAC Office. His/her work will be conducted under the supervision of the Science Policy Regional Coordinator, in close coordination with the Programme Assistant of the unit, who will serve as his/her primary focal point, and the Chemicals and Waste Regional Coordinator.

The incumbent will work initially home based, then UNEP LAC Office, 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 Qualifications: Bachelor degree in accounting, finance, administration, or equivalent studies is required. Experience: 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: For the post advertised, fluent in Spanish and working level (confident) of English are required.

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.