Operations 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.

Under the overall guidance of the Operations Manager and direct supervision of the Administrative Analyst, the Operations Assistant provides administrative and travel related services in the Regional Hub ensuring high quality and accuracy of work in order to obtain the optimum administrative and travel services. He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel.

He/she also supports the overall management and control of expendable and non-expendable UNDP assets, administers disposal of assets and subsequent renewal of inventory data; administers and executes processes and transactions ensuring high quality and accuracy of work.

National UN Specialist Volunteers in Jordan are entitled to:

• Monthly Volunteer Living Allowance (VLA) at the amount of JOD 1,068.5;
• 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

• Support the management of assets focusing on achievement of the following results:

• Receipt, inspection and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users; • Tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture piece; • Entry in ATLAS of all the requisite asset management information; • Utilization of the ATLAS Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures and in compliance with IPSAS; • Support to the management of physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals. . Oversight of disposal of items and accuracy of inventory data; • Identification of problem areas in the inventory system, input and conversion of data entered into the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system.

• Supports travel management processes for Regional Hub, projects and at the request of other Agencies:

• Processing of Travel Requests in Atlas. Ensures availability of budget according to COA; • Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price; • Provision of information to the staff on travel including entitlements, travel route and hotel arrangement; • Arrangements for security clearance when required; • Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UNDP rules of most direct route and most competitive prices; • Hotel reservations for visiting UN/UNDP officials; • Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff; • Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary; • Preparation of routine correspondence, faxes, memoranda and reports in accordance with Regional Hub SOP; • Reconciliation of settlements to be paid by the Finance Unit.

• Provides support for effective administrative and financial control in the office:

• Maintenance of administrative control records such as commitments and expenditures; • Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.

• Ensures facilitation of knowledge building and knowledge sharing in the Regional Hub:

• Briefing of staff members on issues relating to area of work; • Participation in the training for the programme, operations and projects staff on procurement and travel.

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft; and

• Experience working in the UN or other international development organization is an asset; • Corporate competencies; • Demonstrates integrity by modelling the UN’s values and ethical standards; • Promotes the vision, mission, and strategic goals of the United Nations; • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; • Treats all people fairly without favoritism; • Excellent organizational, general administration, time management skills; • Ability to work in a high- pressure work environment with frequent urgent deadlines; • High level logical and methodical organizational skills; • Interacts effectively with a diversity of stakeholders; • Consistently approaches work with energy and a positive, constructive attitude; • Builds strong relationships with clients and external actors; • Responds positively to critical feedback and differing points of view; • Strong IT skills, including extensive usage of computers and office software packages (MS Word, Excel, PowerPoint etc.).

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 insurance plan.