Vacancy Announcement: Administrative Associate, GS6, Fixed Term, Amman, Jordan Country Office

Overview

Support UNICEF's administrative processes, focusing on travel and protocol management.

You have:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• 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.

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 2,457 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?

The G-6 staff member is predominantly accountable for applying a broad range of specialized administrative rules and procedures (specifically in Travel and Protocol areas) in the coordination of administrative support to the team served. Efficiently initiating, monitoring and ensuring the provision of administrative services allows the professional staff of the organization to focus on substantive core work. Administrative Associate represents the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

Specific responsibilities are highlighted 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

• Support 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…

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of 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.
• Language: 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 and competencies.

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

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 has an elevator as well as accessible bathrooms. Core hours in UNICEF Jordan are from 09:00 to 15:15 (excluding lunch break), from Sunday to Thursday.

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.

UNICEF is committed to promote the protection and safeguarding of all children.

Remarks:

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

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.

Potential interview questions