Administrative Assistant (asistente Administrativa/O)

Organizational Context

The United Nations Development Programme (UNDP) in Panama works to end poverty, inequality, and climate change, supporting integrated and sustainable solutions. This role is within the Nature, Climate, and Energy cluster, specifically supporting a project focused on land registry and titling in the Indio River basin. The project aims to improve livelihoods through secure land rights and sustainable environmental management.

Job Purpose

The Administrative Assistant will provide essential administrative and logistical support to the Project Coordinator and the project team for the Indio River basin land registry and titling initiative. This role is crucial for the efficient daily operations of the project, ensuring smooth execution of activities related to land regularization, titling, and community engagement. The position contributes to the project's objective of strengthening land tenure security and promoting sustainable development within the basin, aligning with UNDP's broader goals in Panama.

Responsibilities

Provide comprehensive administrative and logistical support for daily project management, including drafting correspondence, memos, and minutes. Manage project communications and maintain organized physical and digital archives. Process micro-purchases, requisitions, payment requests, and vendor invoices, ensuring all documentation is complete and compliant with UNDP procedures. Support HR-related administrative tasks for project personnel, including contract monitoring. Maintain an electronic inventory of project equipment and manage asset transfers. Assist in organizing project meetings, events, and training activities, and contribute to knowledge sharing initiatives. Ensure accurate record-keeping of project data, field activities, and relevant documentation for reporting and promotion.

Work Experience

A minimum of four years of relevant experience in project administrative management (procedures, processing, procurement) with a secondary education, or one year of experience with a Bachelor's degree.

Skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Experience in managing physical and digital files. Experience in event planning and logistics. Experience in preparing periodic reports. Experience with procurement processes and payment requests. Public interaction skills. Fluency in Spanish.

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