Administrative Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Administration

Within the delegated authority and under the supervision of Head of Country Programme of Yemen or his/her designated mandated representative(s), the UN Volunteer-Administrative Assistant will be responsible for the following duties: 1. General Administration and Operations support - Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff; - Draft routine correspondence; - Maintain files of rules and regulations, administrative instructions and other related documentation; Maintain up-to-date work unit files (both paper and electronic); - Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field; - Organize and coordinate administrative arrangements for seminars, conferences, and translations, relocation, promotion, performance appraisal, separation, training e.t.c; - Assist in the operations transactions of Yemen Programme - Assist in mission plans documentation, international and local travel of staff, accommodation, security clearance, etc... - Archiving all Logistic, inventory and mission documentation. - Preparation of all office purchase requests and assist in the procurement process. - Support the HR Specialist in Amman in the preparation the packages for (recruitments, extensions). - Review entitlements-related claims and reports; Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary; Maintain and review organizational staffing tables. Provides reliable and secure driving services by; - Collecting and delivering mail, documents and other items; - Perform other related duties as required. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day). • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country. • Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. • Assist with the UNV Buddy Programme for newly arrived UN Volunteers. • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Accountability
• Adaptability and Flexibility
• Building Trust
• Commitment to Continuous
• Learning Creativity
• Ethics and Values
• Integrity
• Planning and Organizing
• Respect for Diversity
• Self-Management Vision
• Working in Teams

• Bachelor degree preferably public administration, law, social sciences, or other relevant field of studies is required. • Minimum of 3 years of relevant experience logistics, HR and administrative functions, preferably in international organizations. • Proficiency in computer skills and word processing, spreadsheet, Microsoft access and other applications is required. • Experience in establishing inter-relationships with counterparts and organizations is desirable. • Good interpersonal, networking and communication skills is desirable. • Willingness to contribute and work as part of a team is desirable. • Excellent command of English and Arabic, both oral and written, is required.

The assignment is national