Vacancy: Administrative Clerk (Driver)

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Reporting to the Regional Operations Manager, the Administrative Clerk (Driver) supports the Regional Office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Clerk (Driver) promotes a client, quality and results-oriented approach. The Administrative Clerk (Driver) works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Functions

1. Provide administrative support to processing and facilitating tracking of RO services

• Store, manage, and track documents in a SharePoint database;
• Maintain hard and electronic filing system ensuring safekeeping of confidential materials including documentation, record retention, and retrieval in line with record management procedures;
• Route documentations from Country and Programme Presence Offices to the proper unit for processing, as required. Track timely response;
• Assist office staff in filing, photocopying and maintaining required records;
• Assist in receiving, mailing and distribution of incoming/outgoing mail and publications and maintain a log of the correspondence;
• Arrange for courier services and payment of bills as required;
• Screen and appropriately route telephone calls within the office. Receive and direct visitors to the office as appropriate.

2. Provide general administrative support

• Support the organization of RO’s meetings, events, training sessions including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
• Provide administrative support to building maintenance as required;
• Prepare purchase requisitions; process invoices related to office building services (utilities and contractors);
• Process micro-purchase procurement requests as necessary;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;

• Collect information and documentation to requests accreditation, country visa and cards issued by the Government of Panama for international personnel and their recognized dependents as applicable;
• Perform duties as Leave Monitor.

3.Provide reliable and secure driving services as needed

• Serve as backstopping of the office driver when needed to:
  1. transport UN Women programme and operations staff, and facilitate VIP missions;
  2. deliver and collect mail, documents and other items to Government – Offices/Embassies/Commercial Establishments/ UN Offices;
  3. meet official personnel and visitors at the airport including visa and customs formalities arrangements when required;
• Verify that all passengers wear seatbelts at all times in the vehicle;
• Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents;
• When applicable, log the use of the vehicle, mileage, gas consumption;
• As requested by supervisor, collaborate with the office driver in scheduling vehicle maintenance and repairs.

4. Provide administrative support to knowledge building and knowledge sharing

• Facilitate trainings for the operations/projects staff on administration

Key Performance Indicators

• Adherence to UN Women rules and regulations;

• Quality support to conferences and events;

• Quality organization of files and reports; timely routing of documents;

• Timely support to team;

• Quality and timely driving services; safe and on-time.

Core Values:

• Respect for Diversity

• Integrity

• Professionalism

Core Competencies:

• Awareness and Sensitivity RegardingGender Issues

• Accountability

• Creative Problem Solving

• Effective Communication

• Inclusive Collaboration

• Stakeholder Engagement

• Leading by Example

Functional Competencies

• Ability to administer administrative processes and transactions;

• Ability to perform work of confidential nature and handle a large volume of work;

• Good knowledge of administrative rules and regulations;

• Excellent driving skills;

• Strong defensive driving skills;

• Ability to be on time.

Education and certification:

• Completion of secondary education isrequired;

• Bachelor’s degree in Business or PublicAdministration or related fields is anasset.

Experience:

•At least 4 years of progressively responsible experience in administration, procurement or logistic support service;

• Experience in the usage of computersand office software packages (MS Word,Excel, etc.);

• Valid driver´s license;

• Experience in the use of ATLAS is anasset.

Language Requirements:

• Fluency of Spanish is required;

• Basic knowledge of English is an asset;

Other requirements:

• The person to be hired must be aPanamaniancitizen (natural or legal), or foreigner with legal residence and valid work permitto remain and work in Panama for the duration of the contract.

• Applicants cannot be a public servant from the State, Departmental Government, State Entity and Decentralized services, whatever the nature of the link (paid or not), or hired under any modality by said state public persons.

APPLICATION INSTRUCTIONS:

Applications consists of acompleted and signed, UN Women Personal History Form (P11).“Applications without the completed P11 form will be treated as incomplete and will not be considered for further assessment”.The electronic version of the P11 can be downloaded from the following website:http://www.unwomen.org/en/about-us/employment.

UN Women is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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