Administrative Assistant (Travel & Procurement) LACRO, Panama City, GS5

The Position:

The Administrative Assistant (travel & procurement) is in the Operations Team of LACRO and perform a variety of moderately complex, specialized tasks requiring the selection, interpretation and assembly of information and data from several sources in examining problems for which several possible solutions exist, but which are normally covered by general practice. 

This is the full performance level for administrative specialized work requiring good knowledge of the procedures as well as basic knowledge of the specialized practices of UNFPA travel and administrative procedures. The specialized tasks are characterized as moderate in scope (range of different processes) and requiring limited interpretation of moderately complex rules, regulations, and procedures in processing requests for service. Assistants at this level may serve as a resource to others in a particular area (travel). 

You will report to the Supply Chain Analyst.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

Working under general supervision of the Supply Chain Analyst, the G-5 Administrative Assistant performs on-going, routine specialized administrative work independently; s/he may provide procedural guidance to more junior staff.  The work environment provides opportunities to provide technical guidance to lower-level Assistants and Clerks as well as responsibility for process completion where there is no accountability for work plan development, budgeting or unit coordination.

Impact of the work of the G-5 Administrative Assistant for travel directly affects the delivery of discrete, specialized services; s/he plays a lead role in ensuring consistency and quality of work steps completed and equity in the application of specialized regulations and rules. The work is integrated with other staff within the team and with staff in client units in the successful delivery of services. Therefore, impact of the work reflects directly on the overall reputation of the team in terms of quality of specialized process execution and responsiveness to client needs.

 

You would be responsible for:

A. Support travel management processes.

B. Performs other Administrative/ Procurement job-related activities. 

C.Support to knowledge building and knowledge sharing

 

A. Support travel management processes

• Processing of Purchase orders for travel in Quantum;
• Provision of information to the staff on travel including travel route and hotel arrangement and ensure the selected arrangements are undertaken on time;
• Processing travel authorization in line with UNFPA’s & UNDP’s travel entitlements guidelines and rules; 
• Arrangements for security clearance when required;
• Arrangement for airport pick-up and support to expediting of customs and immigration procedures, as necessary;
• Preparation of routine correspondence, faxes, memoranda and reports;
• Extracting, inputting, copying and filing data from various sources;
• Maintenance of files. To accomplish a routine of Travel, Procurement or administrative services.
• Provides technical guidance to staff in the application of travel regulations, rules and procedures.
• Identifies precedent setting issues or cases to elevate to more senior staff for decision; informally provides proposals for resolution of non-routine issues.
• S/He plays a key role in the provision of guidance and advice on specialized rules and procedures both to client’s departments and to more senior members of the team and on the progress of delivery against standards and deadlines.
• External contacts involve external service (travel) providers, embassies, etc. to clarify issues or processes.
• Advises clients on the application of travel regulations, rules and procedures to meet client needs while maintaining the integrity of their principles and intent.

 

B. Performs other Administrative/ Procurement job-related activities 

• Support the operations team in the following areas:  Administration, procurement and supply chain management
• Coordinates office vehicle management ensuring integrity and accuracy in financial and administrative recording and use of the vehicles
• Coordinates the communication between Ministry of Foreign and the programme staff, informing information related visa, driver’s licenses, and other information related to the international staff .    

                                                                                                                                                                                                                                                                     

C. Support to knowledge building and knowledge sharing

• Contribute to knowledge development and knowledge sharing on understanding the travel procedures and actively participating the Travel Community enhancing the communication with the travel unit in HQ;
• Promotes synergies country offices in their learning activities, including on-the job learning, while focusing on Region wide priorities;
• Participation in the training of the programme, operations, and project staff on procurement and travel;
• Sound contributions to knowledge networks and communities of practice;
• Remains up to speed on changes in UNDP rules and regulations and effectively informs the practice leader and supported staff of these changes and their implications.

Carry out any other duties as may be required by UNFPA leadership. 

Qualifications and Experience: 

Education:  

High school diploma is required; Baccalaureate or equivalent is preferred
 

Knowledge and Experience: 

• A minimum of five (5) years of progressively responsible experience in administrative support activities, including at least one year e in travel management. On-the-job as well as structured training in the occupation is also required.
• A minimum of two (2) years of experience in the use of Enterprise Resource Planning (ERP) software e.g. ORACLE or similar is required.
• Good knowledge of not only the relevant travel regulations, systems, rules, and procedures, but also all aspects of the workflow of the specialized function both within the team as well as related offices.
• Proficiency or skill is required in the application of specialized rules and regulations to the circumstances of individual cases.
• Training and experience using MS Word, Excel, PowerPoint.
• Organizational, planning, and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with staff and managers of client offices. 
• Sense of initiative and good judgment. 
• Ability to work effectively with people of different national and cultural background. 

Languages: 

Fluency in Spanish. Excellent oral and written command of English. Knowledge of Portuguese and French is an asset.

 

Required Competencies: 

Values:

•   Exemplifying integrity,   
•   Demonstrating commitment to UNFPA and the UN system, 
•    Embracing cultural diversity, 
•    Embracing change

Core Competencies: 

•   Achieving results,
•   Being accountable,
•   Developing and applying professional expertise/business acumen,
•   Thinking analytically and strategically,
•   Working in teams/managing ourselves and our relationships,
•  Communicating for impact

Functional Competencies:

• Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates 
• Focusing on clients: Focuses on clients 
• Problem solving and decision making: Demonstrates sound problem solving and decision making ability 
• Managing time, resources and information: Manages own time, information and resources effectively 
• Team Work: Contributes effectively to the team 
• Communicating and negotiating: Communicates effectively: creates understanding between self and others 
• Building relationships and partnerships: Builds and maintains effective working relationships 

 

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.