Administrative Associate (Travel & Protocol), GS6, Fixed-Term, Amman, Jordan Country Office 00129196

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,458 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Support.

The Hashemite Kingdom of Jordan is leader in the region for the rights of its children. Working closely with the Government of Jordan, civil society, the private sector and communities, UNICEF Jordan Country Office aims to sustain results achieved for children to date, and strive to further improve policies, national institutions and programmes, for the well-being of every child in Jordan, in line with Jordan's Vision 2025 and the National Human Resources Development Strategy (2016-2025) towards achieving the Sustainable Development Goals. Our programmes focus on improving the lives of the most vulnerable and disadvantaged children in the Kingdom, irrespective of their nationality, gender, religion or background. Our main pillars include: Child Protection; Education; Water, Sanitation & Hygiene; Adolescent and Youth Engagement; Health and Nutrition; Social Protection; and Operations.

How can you make a difference?

Under the supervision of the Administrative Specialist, this post is in charge of providing Travel and Protocol services to the Jordan Country Office, under the common services.

The Admin Associate (Travel & Protocol), GS 6 level will not involve supervisory roles at this level. The Travel and Protocol Assistant is required to handle and process the daily travel and protocol services in line with UNICEF rules and regulations for the management of office travel and protocol.

The core competencies required for this post are working with people, communication, and drive for results. The functional competencies required for this post level are Analyzing, Reporting, Planning and Organizing, Following Instructions and Procedures, Learning and researching.

Specific roles and responsibilities are shown below:

• Protocol

  • Support in submitting and following up on the issuance of visas for official travel, entry visa to Jordan, obtain residencies through Ministry of interior and work permits through Ministry of Labor when needed.
  • Support in extension of staff entry visas through police stations or border department. Follow up with staff driving licenses, customs clearance, TRC and tax department.
  • Support in submitting and following up the free quota entitlements for diplomatic staff and shipments customs exemptions with MoFA, customs department and Asycuda.

  Travel

  • Supports in ensuring that timely travel and transportation support is provided as per established UN travel rules and regulations.
  • As part of the Common Services, support in participating in regular market review of travel and transportation service providers to achieve cost-effective travel and logistics arrangements to meet office requirements
  • Assist in briefing international and national staff on all travel related entitlements and advisories, including security and visa/immigration/vaccination
  • Prepare correspondence and reports on travel and Protocol as required by supervisor.
  • Prepare and finalize the travel authorization (TA) in Vision for staff travel (duty or entitlement) and ensuring that UNICEF financial, staff rules and travel policy are being observed.
  • Determine, in coordination with the Administrative Specialist and HR, Staff Travel entitlements (e.g. field visits, official travel, home leave, family visit, medical evacuation, and education grant)
  • Timely preparation for Travel Advance after verifying applicable entitlements, and follow-up with Finance Section for Payment. Generate reports and monitor the travel authorizations to ensure the compliance with travel rules and regulations.
  • Responsible for handling the section records and files and provide support documents to travelers or staff when needed.
  • Work closely with designated travel agencies to ensure suitable itineraries are established. Responsible for certifying all settlements to travel agencies for official travel.

  Invoice Processing

  • Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
  • Uploads electronic files and verifies results to destination system.
  • Responds to client transaction status and other inquiries.

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. or for this position, a bachelor’s degree in a relevant field to the role i.e. Administration or other relevant fields may replace three years of related work experience.
• A minimum of 6 years of relevant administrative or clerical work experience is required.
• Experience in administering Travel and/or Protocol related tasks is highly desirable.
• Fluency in English and Arabic is required.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children.

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable Female candidates are encouraged to apply.

UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.