UNICEF is a leading humanitarian and development agency working globally for the rights of every child. Child rights begin with safe shelter, nutrition, protection from disaster and conflict and traverse the life cycle: pre-natal care for healthy births, clean water and sanitation, health care and education. UNICEF has spent nearly 70 years working to improve the lives of children and their families. Working with and for children through adolescence and into adulthood requires a global presence whose goal is to produce results and monitor their effects. UNICEF also lobbies and partners with leaders, thinkers and policy makers to help all children realize their rights—especially the most disadvantaged.
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
For every child, a champion
Guided by the 2030 Agenda for Sustainable Development and the UNICEF Strategic Plan, 2018–2021, the programme addresses barriers to the full realization of children’s rights, with a focus on the most vulnerable, particularly indigenous and Afrodescendent peoples, migrants and rural populations.
The general objective of the UNICEF programme 2021-2025 is to support the Government so that, from early childhood to adolescence, opportunities are created in an equitable manner and without violence, allowing children and adolescents to grow and develop fully, with no left one behind.
The UNICEF programme for Panama will prioritize: (a) Early childhood development; (b) Adolescent development and participation; (c) Protection of children and adolescents.
How can you make a difference?
Under the supervision and guidance of the Operation officer, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
Summary of key functions/accountabilities:
Procurement:
Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
Maintains up-to-date vendor lists, partners, and consultant rosters.
Communications & Workflow:
Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
Manages incoming and outgoing correspondence, e-mails and telephone calls.
Communicates routine and some non-routine information pertaining to the work of the team.
Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.
Calendar/Meetings/Correspondence Management:
Maintains office calendar and arranges meetings
Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
Events/Logistics:
Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
Arranges times through liaising with participants over availability.
Liaises with budget focal points and section over costs and needs.
Prepares background materials for participants and uploads cleared materials on the intranet.
Prepares and maintains agendas on meetings and events related to the work group commitments.
Travel:
Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
Monitors travel certification and report back to the team.
Invoice Processing:
Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
Uploads electronic files and verifies results to destination system.
Responds to client transaction status and other inquiries.
Supplies/Equipment:
Supports management of administrative supplies, office equipment, and updating inventory of items.
Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
Arranges for the purchase and timely distribution of office supplies.
To qualify as an advocate for every child you will have…
Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
A minimum of five years of relevant administrative or clerical work experience is required .
Fluency in Spanish and English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian) or a local language is an asset.
