Administrative Clerk, Panama City, Panama

Organization: UNDP - United Nations Development Programme

Country: Panama

City: Panama City, Panama

Office: UNDP Panama

Job ID: 25964

Practice Area - Job Family: Management

Vacancy End Date: (Midnight New York, USA) 27/09/2019

Duty Station: Panama City, Panama

Education & Work Experience: C-HS Graduate or Equivalent - 1 year(s) experience

Languages: English, Spanish

Grade: G4

Vacancy Type: FTA Local

Posting Type: External

Bureau: Latin America & the Caribbean

Contract Duration: One(1) year, with possibility for extension


Under the guidance and supervision of the Latin America and the Caribbean Regional Coordination Unit (LAC-RCU) Management and Programme Support Analyst, the Administrative Clerk provides support to administrative services ensuring high quality of work, accuracy, and timely and properly recorded/ documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach.

The Administrative Clerk works in close collaboration with the operations, programme, and project staff in the LAC-RCU, UNDP-GEF Headquarters, and other UN agencies staff to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies;
Provision of administrative and logistical support;
Provision of support to office maintenance and assets management;
Support to knowledge building and knowledge sharing.

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP and UNDP-GEF rules, regulations, policies and strategies;
Provision of inputs to preparation of administrative team results-oriented workplans.

2. Provides administrative and logistical support, focusing on achievement of the following results:

Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP and UNDP-GEF shipments (received/sent), and arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
Arrangement of LAC-RCU staff members‘ travel and hotel reservations, and preparation of travel authorizations;
Support to RCU staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
Administrative support to organization of conferences, workshops, retreats;