Project Financial and Administrative Assistant

Organizational Context

The United Nations Environment Programme (UNEP) is the leading global environmental authority. The UNEP Latin America and the Caribbean Office (LACO) in Panama City supports regional environmental initiatives. This role is within the Chemicals and Pollution Action Programme, contributing to projects focused on waste management, pollution reduction, and climate action.

Job Purpose

The Project Financial and Administrative Assistant will provide essential support for the implementation of UNEP's Chemicals and Pollution Action Programme projects in Latin America and the Caribbean. This role is crucial for ensuring the smooth financial and administrative operations of various environmental initiatives, including those funded by the EU and GEF. The assistant will manage budgets, process agreements, prepare financial reports, coordinate procurement, and facilitate logistical arrangements for events and meetings. By ensuring compliance with institutional policies and donor requirements, this position directly contributes to the effective delivery and successful closure of critical environmental projects aimed at reducing pollution and promoting sustainable development in the region.

Responsibilities

Manage and monitor project budget execution, ensuring compliance with financial procedures and donor requirements. Draft and process agreements with implementing partners, including registration and due diligence. Prepare financial reports and documentation for donors and partners, ensuring accuracy and timeliness. Coordinate procurement processes, including drafting Terms of Reference and requests for quotations. Process payments for services and remuneration, ensuring timely and accurate disbursement. Maintain systematic records of expenses and supporting documents. Support the establishment and maintenance of project document databases. Assist with administrative and logistical tasks for organizing online and in-person events. Facilitate the operational and financial closure of projects, including follow-up on outstanding commitments and claims.

Work Experience

A minimum of five years of relevant work experience in business management, with a focus on administrative and/or operational tasks, is required. Experience within the UN system, international cooperation agencies, or with projects in the Latin America and Caribbean region is desirable. Familiarity with Enterprise Resource Planning (ERP) systems is also preferred.

Skills

Excellent oral and written communication skills. Strong analytical and synthesis capabilities. Ability to work collaboratively in a multidisciplinary team. Excellent organizational and prioritization skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Competencies include Planning and Organizing, Accountability, Teamwork, and Client Orientation.

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