Project Financial and Administrative Assistant

Result of Service

The Project Financial and Administrative Assistant will contribute with the implementation of the projects by handling the project related administration, financing, procurement, and human resources areas. The Project Assistant will perform the following tasks: 1. Contribute to the monitoring of the budget execution of the projects. 2. Conduct the drafting and processing of agreements with relevant partners. 3. Contribute to prepare financial reports and documentation complying with relevant donor and partners requirements. 4. Develop tasks related to implementing partners' registration and due diligence processes, draft agreements, and liaising with the implementing partners; obtain requisite clearances; coordinate the process for new projects through the ERP System Umoja Grantor Management Module including internalization and creation of grantor program, partner application, agreement, fund commitment and payment request. 5. Collaborate with the recruitment of human resources, where applicable, and handle administrative and remuneration processes. 6. Conduct travel related processes. 7. Contribute to procurement processes, including drafting of Terms of Reference, request for quotations, draft comparative tables, among others related tasks in compliance with all institutional policies and administrative procedures of UNEP and partner organizations, where applicable. 8. Conduct process payments of remuneration and other services and ensure that these are made in a timely manner, as per the terms of contracts or agreements. 9. Systematize, register and control all the supporting documents of expenses and disbursements of the project. 10. Collaborate with the establishment and maintenance of the document database, including on shared platforms (e.g. official communications, relevant emails, minutes, project documents) 11. Contribute to administrative and logistical tasks related with the organization of on-line and in-person events, including drafting of invitations, planning and organization of logistics, and other related tasks. 12. Strengthening donor reporting processes (e.g. GEF, EU and Suballotments), ensuring compliance with deadlines, formats and audit requirements. 13. Provide advice on financial troubleshooting in Umoja (e.g. replenishment processes, negative grant balances and WBSE adjustments) in close coordination with the FMO and UNON. 14. Expanding support to the organization of high-level meetings and missions (Forum of Ministers of LAC, INC GRULAC, GEF LAC workshops), including procurement of venues, interpretation services and participant logistics. 15. Carry out any other related activity requested by the project management team, including to new projects of the Chemicals and Pollution Action portfolio, such as AMR – Antimicrobial Resistance, or methane and waste management). 16. Contribute to the operational and financial closure of projects, including the preparation of final financial and donor reports, coordination of agreement close-out activities, follow-up of outstanding commitments, claims and payments, compilation of supporting documentation, and other administrative actions required to ensure timely, compliant and auditable project closure.

Work Location

Panama City, Panama

Expected duration

5 Months

Duties and Responsibilities

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global Environment. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The UNEP Latin America and the Caribbean Office (LACO), located in Panama City, works closely with the 33 countries of the region and its activities are integrated into the Medium-Term Strategy and the Programme of Work approved by the United Nations Environment Assembly (UNEA). The UNEP Chemicals and Pollution Action Programme has the goal to reduce pollution and enhance environmental quality and health for people and the planet. Within the Chemicals and Pollution Action Programme, UNEP implements a range of initiatives and projects, including the promotion of zero waste approaches, and prevention of different forms of pollution, such as plastics, atmospheric pollution, and prevention of antimicrobial resistance. In this context, UNEP is an implementing partner of the Zero Waste in the Caribbean project, funded by the European Union (EU) in collaboration with CARIFORUM, and jointly implemented with the German Agency for International Cooperation GmbH (GIZ), and the French Development Agency (AFD), in partnership with the Organization of Eastern Caribbean States (OECS). The project supports the effective and sustainable management of solid waste in the CARIFORUM countries, based on the overall objective to strengthen the EU-Caribbean partnership for cooperation in the field of circular economy in general and solid waste management, in particular. Also, UNEP has established a global initiative for plastics, which aims to trigger systems change to accelerate the just and safe transition towards a circular economy of plastics thereby reducing plastic pollution and impacts. The initiative aims to achieve the expected objective and impacts through a programmatic approach, by implementing global projects, as well as regional and in-country projects. In this framework, UNEP implements and supports execution of projects and initiatives which contribute to reduce plastic pollution in different regions and countries, including in Latin America and the Caribbean (LAC), with funding from different donors and funds, such as the Global Environment Facility (GEF). In relation to air quality, UNEP has also developed a global initiative to strengthen the capacities of governments on clean air by enhancing understanding of air pollution sources and impacts, supporting legislation, catalyzing actions and policies across high emitting sectors, and promoting regional cooperation and global advocacy efforts. UNEP also supports the implementation of the Regional Cooperation Programme on Reducing Methane from organic waste and closing dumpsites in Latin America and the Caribbean. The UNEP Latin America and the Caribbean Office (LACO) also support the engagement in the One Health and Antimicrobial Resistance (AMR) scenario in the Latin American and the Caribbean region to develop and implement long-term strategic approaches that fully recognize and integrate the environmental dimensions of One Health. In this context, UNEP Latin America and the Caribbean Office is seeking a Project Financial and Administrative Assistant to provide technical support for the financial and administrative requirements of the Chemicals and Pollution Action Programme´s project portfolio in Latin America and the Caribbean. The incumbent will coordinate closely with project stakeholders to develop detailed budgets, monitor expenditures, and ensure compliance with financial procedures and regulations. Additionally, he/she will contribute to the preparation of financial reports and supporting documentation for donors and partners, providing transparency and accountability in the use of funds. Furthermore, the Project Financial and Administrative Assistant will facilitate the coordination of meetings, workshops, and events related to the projects and initiatives of the Chemicals and Pollution Action Programme. This will include logistical arrangements, preparation of meeting materials, and documentation of proceedings. She/he will operate under the day-to-day coordination with the Project Managers, with the overall supervision of the Programme Officer, Regional Coordinator of the Chemicals and Pollution Action Programme of UNEP’s Latin America and the Caribbean Office. She/he will be based in UNEP Latin America and the Caribbean Office, located in Panama City, Panama, from Monday to Friday, 40 hours per week, full time and exclusive dedication.

Qualifications/special skills

ACADEMIC: - Bachelor’s degree in business administration or related fields is required. - Additional studies or specific training in project management is an asset. PROFESSIONAL: - Five (5) years of relevant work experience in the field of business management with administrative and/or operational tasks is required. - Specific experience working with the UN system and international cooperation agencies and projects is an asset. - Working experience in the region of Latin America and the Caribbean is desired. - Experience using an Enterprise Resource Planning system is desired. LANGUAGE: - Fluency in Spanish is required. - Confidence level of English is required. SPECIAL KNOWLEDGE AND SKILLS: - Excellent oral and written communication skills as well as active listening. - Capacity to gather, analyze and synthesize data and generate relevant information. - Ability to work as part of a multidisciplinary team and ability to work in a collaborative and participatory manner. - Excellent organizational abilities to set priorities. - Excellent management of computer tools (Microsoft Windows operating systems) and office automation (Microsoft Office: Word, Excel, PowerPoint). COMPETENCIES - Planning and Organizing: Ability to prioritize, plan and coordinate multiple financial and administrative processes, ensuring timely delivery of outputs while meeting deadlines and complying with UNEP procedures and donor requirements. - Accountability: Takes ownership of responsibilities and delivers accurate, high-quality results in compliance with organizational regulations and donor requirements, demonstrating integrity and reliability. - Teamwork: Works collaboratively with colleagues, implementing partners and stakeholders, sharing information effectively and contributing to a respectful, multicultural and results-oriented working environment. - Client Orientation: Builds and maintains effective working relationships with internal and external stakeholders, providing timely, practical and high-quality support while responding proactively to clients' needs. - Five (5) years of relevant work experience in the field of business management with administrative and/or operational tasks is required.

Languages

Not available.

Additional Information

Not available.

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.