Administrative Assistant – RET Americas

Job Description

Primary Location

S/he is based in Americas Bureau RET’s Administrative Center located in Panama City, with frequent missions to the field.

Reporting Line

S/he reports to the Finance & Administration Coordinator.

Specific Responsibilities

Travel and Logistics

• Provide information on air services, rates and travel schedules for specific itineraries;
• Process travel transactions (flight bookings, transport and accommodations); requests for visas and other documents for all Staff and visitors’ missions;
• Receive and reconcile all flight, accommodation, credit cards, and other invoices.

Procurement

• Assist the procurement plans related to the project implementation;
• Follow up the procurement plans deadlines;
• Revise and review project procurement documentation requiring the Manager/Director’s approval/signature, ensuring that documents are on correct formats and all steps required and previous signatures are already provided;
• Ensure that all procurement transactions are always consistent with RET’s policies and procedures, the specific conditions of each project and donor requirements;
• Procurement of office supplies.
• Organize, archive and keep in a safe place all physical and digital files procurement documents according to procedures;
• Maintenance the rosters of vendors and telephone lists;

*Administrative Support***

• Conducts physical inventory checks, drafting periodic inventory and asset reports;
• Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Conduct and report on surveys of office maintenance needs as well as client satisfaction;
• Manage the logistics office’s petty cash;
• Receive, distribute and register documents and reports;
• Preparation of briefing materials for appointments, meetings, missions;
• Assist in any administrative matters: filing, typing, updating of contact lists.
• Make appointments and keep itineraries for the Directors and visitors when required;
• Welcome visitors to the RET office, and direct them accordingly;
• Receive incoming calls and make outgoing calls according to needs;
• Ensure order and cleanliness of the reception and meeting areas;
• Prepare periodic reports in the assigned functional areas, particularly on travel, procurement and general administration;
• To perform other duties as assigned by her/his supervisor.

In addition, like all RET Staff

• To ensure a positive work environment in compliance with RET’ Core Values, Code of Conduct and PSEA.
• To work as a team member to achieve RET’s global goals;
• To manage in a transparent way RET’s resources, fulfilling effectively and efficiently the tasks entrusted;
• To propose, timely and constructively, alternative solutions to problems that arise in the work area.

Qualifications and Requirements**

· University degree in Administration or related areas;

• A minimum of three years of professional experience as Administrative or Procurement Assistant. Experience with the UN Agencies or International NGOs is an advantage.
• At least two years’ experience in carrying out reviews and transactions related to finance, budgeting and accounting through an accounting system is required.
• Oral and written fluency in English and Spanish required.
• Proficiency in Office 365 (Word, Excel, PowerPoint, Project, Outlook). Mastery of Word and Excel.
• Excellent strategic thinking and problem-solving skills; a flexible, creative and collaborative working style.
• Flexibility to manage different tasks effectively and willingness to put in extra hours when required.
• Available immediately.
• This position is available for one year from the date of appointment. Extension of the appointment is subject to availability of funds and satisfactory performance.