Executive Associate

UN RCO - United Nations Resident Coordinator Office

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Application deadline in 10 days: Wednesday 6 Jul 2022 at 00:00 UTC

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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.

National UN Volunteers in Jordan are entitled for:

  • Monthly Volunteer Living Allowance (VLA) at the amount of JOD 896;
  • Annual and learning leaves;
  • Free Medical and life insurance; and
  • Free access to different learning platforms.

For more information on UN Volunteer benefits, entitlements and support, please visit: https://www.unv.org/volunteer-your-country-conditions-service

Within the delegated authority and under the supervision of [Resident Coordinator] or his/her designated mandated representative(s), the UNV [Executive Associate] will:

Front Office Management: • Ensure effective and efficient functioning of the RC/HC’s office, with timely and high-quality communications support, full confidentiality in all aspects of the assignment, responsible for the implementation of protocol procedures, liaison with partners and high-level counterparts/visitors, management of information flow and follow-up on deadlines and commitments made. • Provide high quality and high value-added support and continuous exchange of information and work closely with the different units and programmes of the UNRCO, UNCT entities, UN headquarters, Government and national authorities, IFIs, donors, and national and international partners (NNGOs, INGOs, etc.).
• Assist the RC in the interface of his functions of RC/HC, support him organizing meetings, and in his day-to-day engagement with external partners and the UNCT. Maintain the RC/HC’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes. • Prepare high-quality briefing materials for appointments, meetings, missions for the RC/HC. • Manage outgoing/incoming mail and related quality control. Prepare and draft correspondence, directives and comments in English and Arabic on behalf of RC/HC for his/her signature and follow-up as required. Ensures English/Arabic translations as needed, proof reading and editing of correspondence drafts done by others and finalize correspondence for the RC/HC’s signature. Ensures the RC/HC’s directives and comments are followed-up as required. • Manage RC/HC’s mission and representation schedule including proper preparations of travel authorization and all related travel and financial processes. • Carry-out and perform other duties as may be assigned by the RC/HC

General Administration: • Provide guidance, training and daily supervision to other general service staff in the area of responsibility. • Identify and resolve various issues/problems as they arise and determines appropriate actions. • Coordinate extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. • Support the organization of UNCT meetings and other meetings with international development partners and the Government. • Maintain and update the office database of contacts, networks and documents for easy access of the UNRCO team and ensure safekeeping of confidential materials. • Coordinate relations between different UN offices to make sure a sound information system is in place for an efficient information sharing. • Ensure protocol procedures are fully implemented with respect to all visitors and guests of the office. • Coordinate and act as the focal point to external high-level missions visiting the country through drafting and finalizing Notes Verbale on behalf of other UN agencies, act as the focal point for protocol and meetings arrangement with the Foreign Ministry and other Government officials and manage relationships with the Government, Diplomatic corps, etc. • Manage relationships with the cabinets of the Head of State, Government officials, diplomatic corps and offices of the UN Heads of Agency. • Ensure timely and effective update of the RCO shared folder, by uploading all documents related the RC/HC’s meetings and engagement, UNCT and OMT meetings, UNRCO administrative and budget document, and any other relevant information. • Update the IMS online platform with the RCO and UNCT staff information on a monthly basis. • Maintain UN interagency mailing lists (e.g. UNCT, OMT, Senior Programme Group, etc.) and ensure they are effectively and timely updated. • Prepare correspondence, use automated office management systems for effective functioning of the UNRCO.

Communications Administrations:

• Ensure effective liaison between the UNRCO, UNTC entities and partners, and between the office and wide range of partners in the field and outside the country (the UN system, the government and donor community). • Promote UN’s image by supporting the organization of relevant events and Government and donor meetings in a professional manner. • Support the Communication Officer in the RC Office in maintaining and updating the information on the UN Website.

• Any other related tasks as may be required or assigned by the supervisor.

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., supporting high-level officials on a day-to-day basis, managing databases and contacts, supporting office events/initiatives/meetings, managing relations with partners, government, donors and arranging related meetings/events, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

administrative services or support services experience is required at the national or international level, bilateral (Embassy) or multilateral development organizations is desirable. • A first-level university degree in combination with 5 years of qualifying experience may be accepted in lieu of secondary education with 7 years of experience. • Experience in the usage of computers and office software packages (MS Word, Excel, etc.), and advance knowledge of spreadsheet and database packages.

Amman, the capital, is a peaceful city with over four million residents. People are friendly to visitors. Services in terms of banking, transportation, health and communications are easily available. Though Arabic is the official language, English is widely spoken among the majority of the population, especially in Amman. Road network is good both in terms of spread and quality of the roads. Public transportation in Amman is limited. Taxis are relatively cheap and easily available. There are a number of shopping malls, restaurants, gyms, and cinemas. A large variety of accommodation options can be found; however, it is worth noting that prices in Amman have generally increased in the past few years. There are no specific security threats. Amman is a very easy city in which to live; large, many amenities, very modern and serviced by an international airport with direct flights to most capital cities. According to the assessment of the UN Department of Safety & Security (UNDSS) Jordan is a family duty station (category A hardship).

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

Added 2 days ago - Updated 58 minutes ago - Source: unv.org