Org. Setting and Reporting

This position is located at the Regional Office for Central America and the Caribbean (ROPAN), with duty station in Panama City, Panama, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of the Regional Representative and the general guidance of the Finance, Administration and Human Resources Analyst, and in close collaboration with the Front Office Team. For more information on UNODC, please visit the website: www.unodc.org

Responsibilities

The Team Assistant (Administration/Travel) will assist in the ROPAN Front Office with day-to-day general operations and administrative support. The incumbent will work in the area of travel processing and will assist in the implementation of the rules and guidelines regarding travel and entitlements. Within assigned authority, the incumbent will be responsible for the following specific duties: Administration: • As member of a Team perform, coordinate, and follow-up on administrative tasks necessary for the management and functioning of the Front Office. • Respond or draft responses to routine correspondence and other communications. • Perform general administrative tasks (e.g. arrangements for meetings and other events, reservations), and prepare and/or process administrative requests/documents (e.g. organize travels, and preparing documents for dissemination). • Maintain the Representative’s calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. • Review requests for documents to be signed by Representative and ensure adequate format, technical language is used (gender inclusive, direct, and effective communication) and ensure they include relevant approval by a Head of Programme. • Proofread documents and edit texts for accuracy, grammar, punctuation, and style, and for adherence to established standards for format. • Provide administrative and logistical support to meetings, boards, committees, conferences, and other events (national and international). • Research, compile and organize information and reference materials from various sources for reports, studies, briefings and meetings/conferences/workshops (minutes and summaries). Ensure safekeeping of confidential materials. • Assist with the collection and analysis of data as well as preparation of presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. Assist with visualizations and updating information material such as web pages or brochures. • Maintain files (both paper and electronic) and databases in the ROPAN Front Office. • Guide new personnel on the adherence to processes established in organizational guidance notes and contribute to the development of new one when necessary. Travel • Assist in travel processing for all requests routed to Panama City TPO in UMOJA ensuring that all travels are approved in accordance with UN Travel policies as well as ROPAN TPO Officer for all ROPAN cost centers. • In close coordination with the supervisor handle all official travel requests, amendments, cancellations, Self-ticket requests and reissue tickets, including obtaining reimbursement, where applicable. • Liaise between projects and Travel Management Company (TMC) on all matters relating to but not limited to air tickets, travel insurance, refunds, exchanges, and traveler issues. • Review travel claims and supporting documentation for completeness, accuracy, and validity; ensure that entitlements are in conformity with Staff Rules. Refer discrepancies back to Administrative and /or Certifying Officers for clarification and possible correction. • Make proposals to Administrative/Certifying Officers of more efficient and cost-effective routings regarding more complicated staff itineraries. • Run and review reports to assist ROPAN colleagues to conduct travel analysis, identify Trips Missing Expense reports and Trips pending approval, monitor the advance purchase policy compliance rate and assist in quarterly budget closing. • Perform a wide range of support and administrative functions related to travel and provide information and guidance to the ROPAN programme offices. • Ensure that travel policy or Umoja travel related issues are adhered to. • Perform other work-related duties as assigned.

Competencies

Professionalism: Has knowledge of general office and administrative support including administrative policies, travel policies and guidelines, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. Is able to identify, analyze and participate in the resolution of issues/problems/challenges; is able to apply judgment in the context of assignments given, plan own work and manage conflicting priorities; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of three (3) years of progressively responsible experience in the field of administrative service, general office support or travel administration is required. The minimum number of years of relevant experience is reduced to one for candidates who possess a first-level university degree or higher. Work experience with the United Nations or a similar International Organization is desirable. Work experience working with an enterprise resource planning (ERP) system in an international organization is desirable. Experience in handling travel-related issues is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Spanish, is required. Knowledge French is an advantage. Knowledge of another United Nations official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.