Administrative and Promotion Clerk
Qualifications of Administrative and Promotion Clerk:
- Location: Panama
- Vacancy No: 27855
- Salary: N/A
- Organization: UNDP United Nations Development Programme
- Deadline: 7/31/2025
Brief details about Administrative and Promotion Clerk:
About
Information about the organization that has offered the job:
UNDP, in its commitment to equality and non-discrimination, aims to strengthen an organizational culture that is pluralistic, inclusive, diverse, respectful of differences, and leaves no one behind.
For this reason, we invite Indigenous, Afro-descendant, disabled, and LGBTQ+ individuals, among other historically excluded individuals, groups, and populations, to participate in our recruitment processes. Women in this diverse community are especially encouraged to apply. Learn more about working at UNDP, including our values and inspiring stories .
UNDP rejects all forms of violence against women, sexual harassment and exploitation in any form, as well as harassment, discrimination, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.
Working with our extensive network of experts and partners in 170 countries, we help nations build integrated and lasting solutions for people and the planet. Learn more at undp.org or follow us @UNDP.
For 50 years, the United Nations Development Programme (UNDP) has been a strategic partner of Panama, focusing on integrated solutions aligned with national priorities, supporting the management, implementation, and execution of programs and projects for the benefit of people.
UNDP in Panama is organized into three programmatic groups that coordinate more than 40 projects throughout the country:
- Equality and social, economic and environmental inclusion
- Governance, peace and human rights
- Climate change, comprehensive environmental management, and risk and disaster reduction
Within the Governance, Peace and Human Rights cluster, assistance is provided to the Government of Panama to transform systems and institutions that, on the one hand, take into account that interaction with citizens, transparency and access to information favor social cohesion and minimize the increase in mistrust, especially that associated with corrupt practices, and on the other hand, promotes that conditions and policies contemplate or consider the new dimensions of inequality and institutional strengthening at the local and national levels to be more solid, inclusive, resilient and adaptable to fulfill the function of providing effective and efficient public services and responding to future crises in an optimal manner.
These initiatives are aligned with Outcome No. 2: “By 2025, Panama will have participatory governance and inclusive, effective, transparent, and fair national and local institutions serving the people, coordinated with each other and in partnership with non-governmental actors; with a territorial, human rights, intercultural, gender, and life course focus, and leaving no one behind.” These initiatives are also aligned with the 2024-2029 Government Strategic Plan and Sustainable Development Goals (SDGs) 17, 16, 10, 9, 8, and 5, and their respective targets and indicators, in efforts to promote inclusive and sustainable human development aimed at improving the quality of life and reducing development gaps.
In this area of development cooperation, the Project “Strengthening the PROPANAMA Authority for the Effective Implementation of Public Policies to Attract Investment and Promote Exports, as a Catalyst for the Country’s Sustainable and Inclusive Development” is being carried out. Its main objective is to strengthen PROPANAMA’s institutional capacities for the effective implementation of an investment attraction and export promotion strategy that contributes to Panama’s inclusive and sustainable economic growth, improving the quality of life of Panamanians, and consolidating the country’s international positioning. The Project focuses on promoting an innovative strategy to encourage foreign investment that supports national sustainable development processes and initiatives aimed at creating quality employment, increasing and equal income distribution, productive diversification, and positioning Panama in the world. The Project is currently seeking an Administrative and Promotion Assistant for its Coordinating Unit.
Scope of work
Under the direct supervision of the Senior Project Coordinator, the Promotion Administrative Assistant will be responsible for the following functions:
- Provide administrative and logistical support for daily management, particularly for drafting notes, memos, minutes and messages related to the project, and any other administrative tasks requested within or outside PROPANAMA facilities .
- Ensure the electronic management of the inventory of equipment acquired by the project, and process the transfer of project assets to the Institution, complying with the respective documentation and procedures.
- Provide logistical support for the execution of project activities or assigned tasks , such as meetings, forums, and others, including obtaining quotes, preparing materials, coordinating logistical aspects, among others.
- Organize communications and manage project files.
- Provide administrative support for the hiring of project personnel, when required or when collaboration in other tasks is required .
- Receive correspondence addressed to the project coordinator or the director of international promotion and review that it contains the information required for proper processing.
- Prepare micro-purchases and requisitions for submitted applications containing all corresponding supporting documents with the appropriate authorizations for each case.
- Collect, save, scan, and maintain project files digitally and/or physically.
- Prepare all payment requests, ensuring that each one has supporting documentation.
- Manage administrative procedures for creating suppliers on the Quantum platform.
- Collect and store supporting documents for payments to suppliers.
- Manage invoices for supplier payments on the Quantum platform, and add payment support and the Adquipro platform .
- Process purchase requests, travel expenses, contracts, amendments, and other matters that the project may require.
- Support project stakeholders in aspects related to the administrative management of the processes carried out by the Project Coordination Unit, and UNDP regulations related to the processes.
- Keep track of contract and addenda expiration dates. Request contract addenda in advance if required.
- Prepare and monitor unpaid purchase orders and invoices.
- Support in the preparation of administrative reports.
- Provide administrative support to PROPANAMA’s specialized export and investment teams by preparing and submitting documents, monitoring procedures, developing performance indicators, and systematizing results for accountability to the project’s Coordinating Unit.
- The incumbent will perform other duties related to his or her functional profile that are deemed necessary to ensure the efficient operation of the office, the organization, and the export and investment area.
Institutional Agreement
The Administrative and Promotion Assistant will be under the supervision of the Senior Project Coordinator, reporting to the International Promotion Directorate.
No travel is planned, either domestically or abroad. However, if necessary, transportation, lodging, and food expenses, in accordance with the Project’s activities and requirements, will be covered by the Program.
Basic Competencies
| 1. Achieving Results | Level 1: Plans and supervises own work, pays attention to detail, delivers quality work by deadline. |
| 2. Think innovatively | Level 1: Open to creative ideas/known risks, is a pragmatic problem solver, makes improvements. |
| 3. Learn continuously | Level 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback |
| 4. Adapts with agility | Level 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. |
| 5. Act with determination | Level 1: Shows drive and motivation, able to perform calmly in the face of adversity with confidence. |
| 6. Commitment and Partnership | Level 1: Shows compassion and understanding towards others, establishes positive relationships. |
| 7. Diversity and Inclusion | Level 1: Appreciates/respects differences, is aware of unconscious biases, confronts discrimination |
Transversal and Technical Competencies
| Thematic Area | Name | Definition |
| Institutional Management | Communication | Communicate clearly, concisely and precisely, both in writing and verbally; personalize messages and
Select communication methods based on the audience. ‡Ability to manage internal and external communications through the media and social networks. social and other appropriate channels. |
| Institutional direction and strategy | Strategic thinking | Develop effective strategies and prioritized plans aligned with UNDP’s mission and objectives, based on a systemic analysis of challenges, opportunities, and potential risks; connect the overall vision with the current situation to create tangible, targeted solutions; incorporate learning from diverse sources to anticipate and respond effectively to current and future trends; and demonstrate foresight. |
| Institutional development | Knowledge generation | Ability to search for information and transform it into useful knowledge relevant to the context or responding to a given need. Ability to apply existing concepts to new situations and develop new ones to generate viable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that may be useful in addressing new situations. |
| Institutional development | Integration within the United Nations | Ability to identify and integrate the capabilities and assets of the United Nations system, and to participate in joint efforts.
Knowledge of the United Nations system and the ability to apply this knowledge to strategic situations or practices. |
| Institutional development | Results-based management | Ability to manage the implementation of strategies, programs, and projects that focus on performance improvement and demonstrable results. Knowledge and understanding of the theories, concepts,
the relevant methodologies, instruments and tools. |
Technical Competencies
| Administration and Operations | Event management (including retreats, trainings, and meetings) | Ability to manage events, including venue identification, accommodations, logistics, catering, transportation, cash disbursements, and more. |
| Administration and Operations | Travel Policies and Procedures | Knowledge of travel policies and procedures; ability to interpret travel regulations, Staff Rules, administrative circulars, and financial regulations associated with travel. |
Minimum Requirements of an NPSA
| Minimum education requirements |
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| Years of minimum relevant experience |
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| Required Skills |
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| Desired skills in addition to the competencies covered in the competencies section |
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| Required Language(s) |
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| Professional Certificates |
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- Contract Duration: One year, renewable depending on performance and project duration
- Workplace: PROPANAMA Offices
- This position is open to national or foreign applicants with permanent residence and a valid work permit for the duration of the contract.
- Applications received after this date will not be considered.
- Only candidates selected for interview will receive confirmation.