Administrative Assistant, Panama City, Panama, NPPSA-5
Organizational Context
UN Women's Regional Office for the Americas & Caribbean is based in Panama City. This office supports 10 Country Offices and programmatic presence in 5 countries, while also assisting governments and civil society in countries without a direct UN Women presence. The role supports the achievement of gender equality and women's empowerment, with a focus on ending violence against women and girls.
Job Purpose
The Administrative Assistant provides essential support to the UN Women Regional Office in Panama City, ensuring the smooth and efficient operation of daily activities. Reporting to the Administrative Associate, this role is crucial for maintaining high standards of accuracy and quality in administrative processes. The incumbent will collaborate closely with operations, programme, and project teams to ensure consistent service delivery, contributing directly to the office's effectiveness in advancing gender equality and women's empowerment in the region.
Responsibilities
Provide comprehensive administrative and logistical support, including managing shipments, customs clearance, and preparing necessary documentation. Arrange travel, process travel authorizations, and assist with visa and identity card applications. Maintain accurate supplier profiles and manage office stationery supplies. Support property management and maintain a secure filing system. Perform buyer roles in the Quantum system, prepare Purchase Orders, and manage micropurchases, RFQs, ITBs, and RFPs. Assist with asset management, including record-keeping and annual verification exercises. Facilitate the arrival and accommodation of external personnel. Support Human Resources services by creating vacancy announcements, compiling shortlists, and organizing interviews. Provide administrative and logistical support to the UN Women Security Focal Point, including security assessments and coordination of security measures. Assist in knowledge building by facilitating training on administrative policies and procedures.
Work Experience
Requires five years of progressively responsible experience in administration, procurement, HR, or logistics. Proficiency in computer and office software (MS Word, Excel) is essential. Experience within the UN system or international organizations, coordinating travel, supporting event logistics, assisting with procurement, and using ERP systems like Oracle Cloud are desirable.
Skills
Ability to administer administrative processes and transactions. Ability to perform confidential work and manage high volumes. Good knowledge of administrative rules and regulations. Basic knowledge of procurement, finance, and HR processes. Good IT and web-based management skills.