File Assembly & Integrator (integrador/A Armador/A De Expedientes)

Organizational Context

The United Nations Development Programme (UNDP) in Panama works to achieve the Sustainable Development Goals (SDGs) by assisting nations in building integrated and lasting solutions for people and the planet. This role is within the Nature, Climate, and Energy cluster, focusing on integrated watershed management and land tenure security through cadastral and titling projects in the Indio River basin.

Job Purpose

The File Assembly and Integrator role is crucial for the successful execution of the land titling project in the Indio River basin. This position supports the Adjudication and Processing Associate by meticulously managing and organizing land-related case files. The primary purpose is to ensure all documentation is complete, accurate, and processed according to legal and technical requirements, facilitating the issuance of property titles and contributing to land tenure security for local communities. This role directly supports the project's objective of regularizing land tenure, promoting sustainable land use, and enhancing the livelihoods of residents, particularly women, within the project area.

Responsibilities

The File Assembly and Integrator is responsible for the comprehensive management and organization of land titling case files. This includes handling cadastral records, plans, and forms, ensuring documents are chronologically ordered and complete for public registry submission. The role involves quality control for legal processing, coordinating necessary steps like obtaining signatures and verifying plans, and managing the labeling and filing of all documentation. Additionally, the position requires classifying and updating files based on their legal status, tracking oppositions and suspensions, and processing resolutions for public registry entry. The role also entails updating databases with registered property information, generating reports on paid or subsidized files, and maintaining control logs detailing the stage, location, and movement of files through various institutions. This includes generating and managing legal publications like edicts and supporting inter-institutional coordination for document circulation.

Work Experience

A minimum of three (3) years of proven experience in managing, assembling, reviewing, or controlling administrative case files is required with a technical or secondary education. No experience is required if a full bachelor's degree is held.

Skills

Required skills include experience in document organization and control, meticulous handling of documents, file review and preparation, secretarial report generation, database data entry, and document management. Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams, OneDrive, Zoom, SharePoint) is essential. Desired skills involve organizing and updating physical/digital files, ensuring completeness and chronological order, tracking files, identifying documentation inconsistencies, and managing databases for traceability.

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