Administrative Specialist (Travel & Protocol) NOC, Fixed Term, Amman-Jordan, Open for Jordanians Only

Mid

Overview

Provide efficient administrative support services related to protocol and travel.

You have:

• Advanced University degree in social sciences, business management, administration, finance or any other relevant field of discipline.
• A first-level university degree in a relevant field combined with seven years of professional experience may be accepted in lieu of an advanced university degree.
• Five years of relevant professional work experience in large international organization, in office management and administration (specifically in travel and protocol) is required.
• Fluency in English and Arabic is required.

Contract

This is a NO-3 contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. More about NO-3 contracts.

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, help

Background:

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.

As a result of the protracted Syria crisis, both MENARO and Jordan Country Office have expanded in numbers and have 117 International Professional staff and 288 installed dependents in 2021. JCO Operations & Common Services section which provides protocol support to both offices currently is staffed with 3Administrative Associates – Protocol (GS6) and with the increased number of staff, the workload has increased beyond what can be effectively managed by one staff. The Protocol Unit provides a wide range of services including the issuance of residency cards and visas for staff and dependents, issuance of visas and residency for domestic staff, facilitating vehicle exemption at Ministry of Foreign Affairs (MoFA) and licensing/registrations from traffic department for arriving staff, facilitating importation and exportation of personal effects, facilitating the disposal, deregistration and clearance of vehicle records at MoFA and the traffic department, facilitating tax exemptions for staff at P5 and above, follow up on tax exemptions for office supplies, among other responsibilities. Further working with the Government ministries is complex and requires making sufficient in-road networks at the high levels. This create the need for UNICEF JCO to have an Administrative Specialist level position for effective administrative services in protocol.

How can you make a difference?

As focal point of administrative services in Jordan Country office, the incumbent is accountable for delivery of efficient and cost effective administrative support services mainly related to protocol, providing guidance for operations of administrative support services and management of administrative staff. The Incumbent will act as UNICEF liaison person with government on Protocol, tax exemptions and travels as well as assist senior managements at country and regional offices in formulation of protocol and visa related strategies for effective engagement with the government. Ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

Summary of key functions/accountabilities:

1. Management of Protocol related functions including liaison with concerned Ministries and embassies ensuring formalities for settling down of IPOs in Jordan are fully met. Responsible for preparation of Duty Exemption Certificates for personal and household effects of arriving and departing IPOs and arranging clearance through Ministry of External Affairs, close co-ordination with the staff member and the clearing agent ensuring handing over of respective completed documents for timely clearance.
2. Management of official travel – local and international – through coordination and negotiations with travel agency and airlines, liaison with embassies and Ministries, management of Shipments, Travel Authorizations and other related documentation ensuring conformance to staff entitlements.
3. Manage customs exemptions for programme supplies including liaison with concerned authorities for supplies requiring pre-requisite approvals (telecommunications, medicines, drugs & medical equipment, security equipment, etc).
4. Responsible for the arranging appropriate assistance relating to airport reception and departure to UNICEF Official visitors (UNICEF senior staff, Good will Ambassadors, Celebrities and other Special guests), events management and administrative support to meetings, conferences and official receptions.
5. Responsible for negotiating privileges with Government Ministries, Departments, local bodies and other authorities. through direct liaison with Government authorities on implementation of the Basic Corporation Agreement and the Convention on the Privileges and Immunities of the United Nations
6. Responsible for facilitating short term visa for incoming visitors, interns, consultants, conference delegates and other short-term visitors.
7. Research, prepare and provide briefing notes, talking points and issue papers on protocol matters to senior management for relevant discussions with senior Government officials
8. Performing staff development functions, including training, supportive supervision and other related measures for effective utilization of all admin.

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

Education: Advanced University degree in social sciences, business management, administration, finance or any other relevant field of discipline.

A first-level university degree in a relevant field combined with seven years of professional experience may be accepted in lieu of an advanced university degree.

Experience: Five years of relevant professional work experience in large international organization, in office management and administration (specifically in travel and protocol) is required. Work experience specifically in administrative protocol with the public service is required. Work experience specifically in administrative protocol with the public service is required.

Fluency in English and Arabic is required.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

To view our competency framework, please visit here. Click here to learn more about UNICEF’s values.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF offers a wide range of benefits to its personnel, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. The UNICEF Jordan Country Office has an elevator as well as accessible bathrooms. Core hours in Jordan Country Office are from 09:00 to 15:00 (excluding lunch break), from Sunday to Thursday.

UNICEF’s active commitment towards diversity and inclusion to deliver the best results for children. For the position, suitable male candidates will receive preferential consideration and selection, as long as they meet the eligibility requirements stated above

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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

Child Safeguarding remarks

This position is not considered an elevated risk role. However, UNICEF reserves the right to conduct further vetting/ assessment within the scope of child safeguarding as appropriate.

Apply now

Potential interview questions

Added 5 years ago - Updated 1 year ago - Source: unicef.org