Candidates must be legally authorized to work daily in Panama City, Panama.
Position Summary
The Humanitarian Assistance Support Contract (HASC) brings together exceptional institutional support experience, technical leadership, and an unmatched commitment to U.S. missions. HASC supports the U.S. Department of State’s (DOS) humanitarian assistance, disaster response, and foreign assistance across multiple bureaus. Team Credence, through the HASC, delivers operational and administrative support to provide and coordinate humanitarian assistance and maintain 24/7 response capability.
HASC is seeking an Administrative Assistant to support the assigned post in Panama City, Panama. This is a full-time, on-site contract opportunity. The salary will be commensurate with the local compensation for an equivalent FSN-07 position in Panama.
The Administrative Assistant supports the Bureau of Disaster and Humanitarian Response (DHR) by independently performing a broad range of administrative, clerical, and office support functions to ensure efficient day-to-day operations and facilitate effective problem-solving.
Day-to-day oversight of the position will be provided by a designated DOS government technical manager (GTM), with formal supervisory and evaluation functions performed by a Team Credence contract supervisor.
Essential Duties and Responsibilities
Under the direction of designated GTM, the Administrative Assistant will perform:
Operational and Support Logistics
- Prepares documents for all official travel for DHR staff in accordance with established procedures and post operation manuals. This includes preparing travel authorizations, travel logistics, airport transfers, hotel reservations, preparing and submitting e-Country Clearances (eCC), and submitting fiscal data for the payment of all related travel claims.
- Provides administrative support for the operations budget (operating and travel) of the section, such as monitoring expenditures, verifying availability of funds, monitoring obligations, tracking spending in each budget category.
- Organizes calendars and appointments; submits Visitor Access Requests and escorts visitors, as needed.
- Establishes and maintains an office file system that ensures system integrity.
- Coordinates logistics for meetings, functions, events, and travel, including scheduling, reserving facilities, submitting motorpool requests, and printing supporting materials. Tracks and reminds the DHR team of meetings and appointments.
- Provides support for TDY personnel (i.e. ECC processing, working with GSO on facilitating hotel accommodations and, where appropriate, airport expedite requests).
- Plans, organizes, and administers office events, including coordinating invitations and guest lists.
- Supports emergency response procedures.
Office Administration
- Provides general administrative and clerical support, including maintaining electronic and hard-copy files, records, reports, and databases, such as the contacts database and telephone lists.
- Enters and maintains data in DOS proprietary applications. Manages documents and information via SharePoint and OneDrive.
- Processes routine paperwork and office forms.
- Manages office filing system, calendars, records archives, policies, manuals.
- Oversees office supplies and/or subscriptions. Monitors inventory, restocks inventory as needed, and coordinates with vendors and/or contractors as needed.
- Supports personnel administration, including onboarding and the processing of personnel-related documentation.
- Manages internal communications, including sharing updates, announcements, and messages, particularly for staff returning from humanitarian response travel.
- Provides administrative support for financial tracking and documentation, including assisting with vouchers, expenditure claims, and monitoring office expenses.
- Maintains office equipment and systems, submitting service requests for repairs and technical support as needed.
- Takes messages in the absence of DHR staff.
- Tracks the status of performance reviews and maintains completion records.
- Performs additional duties as assigned.
Minimum Qualifications
- Education and Experience: Two years of full-time post-secondary education and two years of administrative and/or office management experience.
Other Requirements
- Professional fluency in both English and Spanish (speaking, reading, writing, and a basic ability to translate/interpret).
- Working knowledge of Microsoft Office Suite (Word, Excel, Outlook), and SharePoint.
- Knowledge of general office management functions, administrative procedures, and standard information resources.
- Familiarity with U.S. Government policies, regulations, and procedures related to administrative operations.
- Knowledge of standard records management and recordkeeping practices.
- Ability to perform basic budgeting functions.
- Good interpersonal communication (written and spoken) and customer service skills to interact effectively with staff, visitors, and other stakeholders.
- Excellent time management and ability to meet tight deadlines.
- Strong organizational and planning skills to manage schedules, travel, and office operations.
- Ability to prioritize multiple tasks, adapt to changing priorities.
- Candidates must be legally authorized to work daily in Panama City, Panama.
- Candidates must be able to obtain and maintain a security clearance.
How to apply
Please submit a resume and cover letter in English to rderamo@credence-llc.com.
Please provide ONLY the following personal information on your resume: Name, telephone number, and email address.
In your cover letter, please include a brief one-paragraph summary of your recent and relevant experience related to this role along with your responses to the following:
- Full Legal Name
- Telephone number and e-mail address
- City and Country of residence
- Country of Citizenship
- Highest level of Education completed and number of years of experience related to this role
- Willing to undergo the mandatory background check process for this role? Yes/No
- Willing and able to travel, as needed, for this role? Yes/No
- Do you feel comfortable performing the interview in English? Yes/No
- Date when available to start a new job
- Desired Compensation
If you meet the minimum requirements, you may be contacted for an initial screening.
Thank you for your interest!