Under the guidance and supervision of the Head of Office of the Office of the UN Resident and Humanitarian Coordinator (RC/HCO), the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

 The Administrative Assistant works in close collaboration with the rest of the staff of the RCO and staff of other UN agencies, especially operations, administrative, finance, and logistics staff, and that of UNDP to which the RCO has a Service Level Agreement (SLA) to ensure smooth service delivery.

Summary of Key Functions: 

• Implementation of operational strategies and procedures of the RC/HCO
• Support to effective and efficient functioning of the unit (RC/HCO)
• Support to administrative and logistical services needed by the RC/HCO
• Support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

The key results have an impact on the efficiency of the unit. Smooth functioning of the RC/HCO promotes a good image of RC/HCO as providing adequate support to the UN Country Team in Jordan to deliver on the collective goals of the UN in the country.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies
• Takes the necessary action to initiate requests from the RC/HCO for support by UNDP and follows-up with UNDP for expected operational support to the RCO in accordance with the SLA
• Provision of inputs to preparation of office workplans.
• Monitors/reviews status of expenditures and compares with approved budget.
• Prepares statistical tables/basic financial reports.

Ensures effective and efficient functioning of the unit (RC/HC- office), focusing on achievement of the following results:

• Contacts with partners, stakeholders and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Translation of simple correspondences, when needed.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Support to organization of procurement processes including preparation of request for quotations documents.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents for RCO staff.
• Administrative support to conferences, workshops, retreats.
• Arrangement of vehicle transportation for RCO staff.
• 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. 
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Extraction of data from various sources.
• Research and retrieval of UNCT, donors, stakeholders and partners data from internal and external sources; and tracking of the database.
• Assigned as a requester for all services and goods required by the RC staff through the use of the RC Portal system.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Provides sound contributions to knowledge networks and communities of practice
• Uploads documents in the UN Jordan SharePoint.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity
• Self-development, initiative-taking
• Facilitating and encouraging open communication in the team, communicating effectively
• Well-organized and good in time management
• Learning and sharing knowledge and encourage the learning of others.

Technical Competencies:

Job Knowledge/Technical Expertise:

• Has Fundamental knowledge of processes, methods and procedures
• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in work assignments.

Client Orientation:

• Maintains effective client relationships
• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly.

Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work.

Education:

High School Certificate or equivalent is required, additional certification in administration is desirable.

Experience:

Minimum of seven years of relevant experience in administration or programme support services. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Experience in the UN for similar tasks/post is an asset.

Language Requirements:

Fluency in English and Arabic language is required

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 12 Months