Administrative Associate

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

The incumbent will ultimately be responsible for the following:

• Implementation of operational strategies • Efficient administrative support • Support to supply and assets management • Support to administrative and financial control

The key results have an impact on the efficiency of the UNRCO. Accurate analysis and presentation of information thoroughly researched, and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. The Incumbent’s own initiative is decisive in the results of work and timely finalization.

Work Location

Amman - Jordan

Expected duration

4.5 Months

Duties and Responsibilities

Background:

Under the overall guidance and supervision of the Head of the UN Resident Coordinator’s Office for Yemen, the Administrative Associate assists in the overall management of administrative services, provides logistical support, and administers and executes processes and transactions ensuring high quality and accuracy of work for the UNRCO Yemen’s activities that require to be administered from Amman. The Administrative Associate promotes a client-, quality- and results-oriented approach. The Administrative Associate works in close collaboration with the Head of the UNRCO, the UNRCO staff in Amman, Sana’a, and Aden, and other UN agencies’ staff to exchange information and ensure consistent service delivery.

The Administrative Associate reports to the Head of the UNRCO for Yemen.

Duties and Responsibilities:

1. Ensures implementation of operational strategies to achieve the following results: • Full compliance of administrative activities with UN rules, regulations, policies, and strategies. • Provision of inputs to the UNRCO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

2. Ensures efficient administrative and logistical support: • Manages the appointment schedule for the RC/HC in Amman with visitors from external organizations, other UN agencies, Governments, and country office staff, as well as internal and external meetings, determining priority requirements. • Compiles and prepares briefing and presentation materials, speeches, background information and documentation for meetings and missions. • Serves as Secretariat to meetings as requested by the RC/HC, including announcing the meetings, preparing the agenda distributing background material, meeting and any follow-up as requested by the Supervisor. • Acts as an interpreter when required and/or takes minutes. • Translates correspondences. • Prepares documents for the RR/RC’ travel activities and travel authorization. • Arranges hotel reservations, processes requests for visas, identity cards and other documents. • Supports with protocol matters, registration of staff, coordination with local authority on space and other administrative matters. • Arranges vehicle transportation. • Provides administrative and logistical support for RC/HC in Amman, planning, organizing all high-level officials' meetings and conferences, cost estimates for all events required. Organizes workshops, conferences, retreats. • Implements procedures to ensure that all visits for the high-level officials are well prepared and reviewed in time and venue. • Manages movement tracking, receipt & communications with various providers. • Conducts technical survey visits to plan and ensure most efficient use of resources. • Analyzes and solve problems. • Books flights for UNCT, Embassies and INGOs staff as requested. • Arranges plan for RC/HC missions outside the duty station. • Follows up on routine actions and deadlines of activities involving the RC/HC (i.e. participation in meeting, deadlines for submission of document/information to the government and UN Agencies etc.) • Provides technical input in the development, implementation of service contracts, including in preparing statement of work, technical evaluation, and presentations to concerned parties. • Maintains an up-to-date filing system of all the office. • Prepares and organizes Donor’s meetings.

3. Provides support to proper supply and assets management, focusing on achievement of the following result: Coordination of assets management in the RCO in Amman, timely preparation and submission of periodic inventory reports. 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.

4. Provides support for effective administrative and financial control in the office, focusing on achievement of the following results in collaboration with the RCO team in Sana’a: • Maintenance of administrative control records such as commitments and expenditures. • Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Umoja or Atlas; • Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary. • Proper control of supporting documents of funds and activities. • Maintenance of the filing system for the office of the RR/RC ensuring safekeeping of confidential materials. • Extraction of data from various sources. • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit. • Assistance in the preparation of budget, provision of information for audit. • Performs other duties as directed by the supervisor.

Qualifications/special skills

A High School Diploma is required.

All candidates must submit a copy of the required educational degree. Incomplete applications will not be reviewed. A minimum of 20 years of professional work experience in providing administrative, programmatic, protocol, and /or logistical support is required.

Languages

English and French are the working languages of the United Nations Secretariat; and Arabic is a working language of ESCWA.

For this position, fluency in English and Arabic is required.

Note: “Fluency” equals a rating of ‘fluent’ in all four areas (speak, read, write, and understand) and “Knowledge of” equals a rating of ‘confident’ in two of the four areas.

Additional Information

Recruitment for this position is on a local basis. The incumbent is required to have the legal right to live and work in the specified working location.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.