Operations Support Assistant

Volunteering Admin Finance & Economy

Overview

Provide essential support in managing the Deputy Regional Director's calendar and meetings.

You have:

• 1 - 3 years of relevant administrative or clerical work experience is required.
• Previous experience working within the United Nations system or a similar international organization is an asset.
• Excellent organizational and time management skills.
• Very good English skills (writing, listening, and speaking), strong written and verbal communication skills.
• Experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural backgrounds.
• Ability to work in a team environment to achieve common goals.

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

The Operations Section at MENA Regional Office is seeking the deployment of UN Youth Volunteer to provide essential support in managing the Deputy Regional Director’s calendar, preparation for meetings, taking minutes, following up on action points, and sending reminders. Provide administrative support for external workshops/ meetings, managing travel and protocol related issues for the DRD. This role is crucial for ensuring the smooth operation of the section.

Additional information:

National UN Youth Volunteers in Jordan are entitled to: • Monthly Volunteer Living Allowance (VLA) at the amount of JOD 881.33; • 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

Under the direct supervision of Senior Operations Associate, the UN Volunteer will: 1. Meetings/Correspondence Management • Maintain Section calendar and arrange meetings • Take minutes of meetings attended by the Deputy Regional Director, ensuring accuracy, attention to detail and coherence. • Distribute minutes to relevant stakeholders promptly. • Update the action trackers regularly with the action points of the meetings • Facilitate communication between the Deputy Regional Director and other team members to coordinate meetings

2. Calendar Management: • Manage the Deputy Regional Director’s calendar, scheduling meetings and appointments. • Ensure timely reminders and updates are provided to the Deputy Regional Director.

3. Updating Follow-Up on Action Points: • Track action points from meetings and ensure they are followed up on by the responsible parties. • Send reminders to team members about pending action items. • Provide regular updates to the Deputy Regional Director on the status of action points. • Update different action trackers and dashboards regularly

4. Travel management • Provide travel assistance to the DRD, by liaising with concerned sections, to issue visa, book flights, hotels, security clearance, filing the required documents and entering the details in the internal system. • Manage the DRD transportation as needed.

5. Events management • Book meetings venues inside and outside the office • Contact hotels, requesting offers and preparing the needed paper work • Upload electronic document in the system and processing invoices • Arrange transportation as required • Provide logistical support to the events including ICT requirements, stationary and refreshments.

6. Perform other duties as assigned by the supervisor.

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

• 1 - 3 years of relevant administrative or clerical work experience is required. • Previous experience working within the United Nations system or a similar international organization is an asset. • Skills: • Excellent organizational and time management skills. • Very good English skills (writing, listening, and speaking), strong written and verbal communication skills. • Experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint • Organizing, planning and prioritizing skills, time management and attention to detail and accuracy. • High sense of confidentiality, initiative and good judgment. • Ability to work effectively with people of different national and cultural background. • Ability to work in a team environment to achieve common goals.

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.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org