Project and Administrative Specialist

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration, Project Management
  • Deadline:
    06/03/2024

JOB DESCRIPTION

Result of Service
The Consultant shall deliver the following results: a) Contribute to the administrative and operational activities of project to Strengthen the Caribbean Biological Corridor, UN Environment/Latin America and Caribbean Office, including the following: • Keep track of the budget and register the expenses for the different projects of the Unit, in order to have an updated balance when requested. • Prepare and process in the administrative systems the necessary legal instruments (SSFA, LoA, PCA, MoU) and contracts, following up on payment request, narrative and financial reports. • Conduct the administrative process required to sign or amend the SSFA/PCA, such as preparation of obligations of resources, delivery of documents to partners and bring a copy of each legal instrument signed by the Unit. • Conduct the preparation of drafts of due diligence, SSFA/PCA, with the technical inputs of the project manager and the CBC technical specialists. Ensure that the budget complies with UNEP´s regulations to sign agreements with partners. • Contribute to managing and monitoring payment procedures of SSFA/PCA and consultants contracted for the projects of the Unit. • Keep up to date supporting documents for payment, SSFA/PCA and consultants hired by the unit as progress reports, financial report, etc. • Handle the administrative process for the selection process and hiring of consultants and interns when project resources are directly managed by UNEP to their counterparts in government, private sector and civil society. • Contribute to the processes of procurement of goods and services for the Projects Unit, Low Value Procurement, request for quotations, etc. • Maintain the files of all project of the Unite updated and organized in One Drive. b) Conduct the preparation of missions and travel of the programme officers and consultants of the unit, including handling the preparation of travel plan, travel request, and request for itineraries. c) Handle the organization of the meetings and workshop of the unit, including preparing low value procurement, technical requirements for venues, translation and catering, travel for participants, etc. • Conduct the preparation and sending of invitation letters and follow up to confirm the participants’ attendance. • Request quotes for itineraries and once approved, reservations for airfare. • Prepare and close rosters for DSA for the meetings participants. • Manage, together with the Administration Unit, the hiring of necessary services for the meeting, as appropriate, such as booking of accommodation for participants, participants meals, audiovisual equipment, services and equipment for simultaneous interpretation and translation. • Handle logistics and catering for the meetings. d) Collaborate in the preparation of projects and concept notes whenever necessary. e) Conduct the preparation of the budgets for fundraising proposals, especially in providing inputs to cost administrative, staff and operational needs. f) Liaise with translation service providers and conduct the revision of products which have to be translated from Spanish to English. g) Other related tasks required for the project to Strengthen the Caribbean Biological Corridor. h) Carrying out the administrative closure of the project, including the closing of the Agreements with the implementing partners, consultancies, and requesting and managing the financial report for the donor. i) Generate monthly financial reports through the different UMOJA platforms, called BI, ECC, among others. j) Through UMOJA’s Integrated Planning, Management and Reporting (IPMR) platform, create the structure in the system according to the project document signed with the donor. k) Upon new funding funds are received and confirmed, proceed with the unreleased budget on the UMOJA ECC platform. l) Proceed with the released budget in the UMOJA ECC platform to register the budget by class. m) Make transfers or returns between classes as necessary.
Work Location
Panama City, Panama.
Expected duration
Three (3) 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. The UNEP Latin America and the Caribbean Office (LAC Office), located in Panama City, Panama, 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 project of the strengthening of the Caribbean Biological Corridor (phase II) aims at constructing a collective regional approach, institutionalized and sustainable, for the conservation, management y governance of terrestrial and marine biodiversity in the hotspot of the Caribbean Islands, focusing mainly on Cuba, Haiti, and the Dominican Republic. Phase II consists in the progressive expansion to other countries and territories of the region. This project will build and demonstrate positive and significant links between conservation, connectivity, livelihoods, and poverty reduction through selected field actions. It will provide a knowledge management system on biodiversity and biological connectivity, joint and harmonized policies and instruments, capacity building in participating countries and institutions, as well as sustained cooperation mechanisms between countries and institutions at the political and scientific level. The Consultant shall provide administrative and operational expertise to the project to Strengthen the Caribbean Biological Corridor and will work 40 hours per week at the UNEP LAC Office located in Panama City, Panama and under the supervision of the Programme Management Officer for Environmental Governance at the UN Environment / Latin America and Caribbean Office and in close collaboration with the Coordinator of the project to Strengthen the Caribbean Biological Corridor at the UN Environment Latin America and Caribbean Office.
Qualifications/special skills
• Bachelor’s degree in public or business administration, finance, social sciences, or other related administrative area is required. • Experience in the area of international relations or environment is an advantage. • A minimum of seven (7) years of relevant experience in administrative and logistical assistance to develop projects, events or related areas is required. • Previous experience in United Nations agencies, other international organizations and / or government entities is an asset. • Integrity and professionalism • Planning and organizing • Accountability • Communication
Languages
Fluent Spanish and English are required.
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.
This job has expired.