Duties and Qualifications Administrative Associate ORGANIZATIONAL CONTEXT The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks. The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or Implementing Partners (IPs) on subject matters which may be of importance to the Organization. FUNCTIONAL STATEMENT Main Duties -Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office. -Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment. -Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in MSRP and other systems. -Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files. -Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements. -Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals. -Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required. -Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action. -Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility. -Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records. -In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services. -Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records. -Perform other related duties as required. ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED -3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher. -Excellent interpersonal skills, and experience working in multi-cultural environments. -Knowledge of English and/or UN working language of the duty station if not English. -Drafting skills and strong ability to collect, analyze, and communicate information in written/oral formats. DESIRABLE QUALIFICATIONS & COMPETENCIES Certificates and/or Licenses Business Administration, Finance, Office Management, Human Resources or other related fields. Position Competencies Core Competencies: Accountability Communication Organizational Awareness Teamwork & Collaboration Commitment to Continuous Learning Client & Result Orientation Managerial Competencies: Managing Resources Cross-Functional Competencies: Analytical Thinking Planning and Organizing Change Capability and Adaptability Language Requirements Please also note that English and Spanish are essential for this Job Opening. Additional Information Shortlisted candidates will be interviewed and might be requested to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted. Female candidates are encouraged to apply. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees). ======================================================================================================== See below for this postion's Operational Context ======================================================================================================== The ideal candidate should be Spanish native speaker (Spanish essential) and have proficient English at working level ¿C¿. S/he should have native knowledge of Panamanian culture and understand how to navigate in national government offices¿ standards and bureaucracy, demonstrated capacity to maintain complex contractual conversations and communications in Spanish ¿ both verbal and in writing with national providers to ensure the best service conditions are negotiated for UNHCR and/or 100% compliance in contractual agreed conditions.
