Jordan: Administrative Assistant Fixed Term – GS 06

Organization: UN Children’s Fund
Country: Jordan
Closing date: 20 Nov 2016

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world’s leading children’s rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children’s survival, protection and development. The world’s largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Position:

The Administrative Assistant will be responsible for executing a variety of standardized administrative tasks for the administration unit requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to the quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

Under the direct supervision of the administrative officer, the incumbent of this new post will assist in ensuring efficient and cost effective administrative support services, supporting staff in office administrative assignments, processing all related administrative transactions through UNICEF SAP system. Ensures the office’s administrative operations and services are in compliance with the organization’s administrative policy, procedures, rules and regulations.

The Specific Job Profile for the Administrative Assistant at the G-6 level is to be used in UNICEF Jordan country office, in the operations sections.

Key expected results:

The efficiency and effectiveness of the support provided by the administrative assistant to the development, implementation and monitoring of programs/projects facilitates the delivery of concrete and sustainable results for the respective section, which in turn enhances the offices and UNICEF’s capacity in helping the most vulnerable women and children.

Key Accountabilities, Duties and Tasks:

  1. Support to the operations section’s development, planning and execution.

  2. Researches, analyzes, verifies, synthesizes and compiles qualitative and quantitative data and information from a variety sources on subject matters relevant to the work of the administration unit to facilitate preparation of reports, working papers, and presentations to ensure effective and efficient use of UNICEF financial resources.

  3. Carries out transactions in VISION ensuring operations results, activities and coding are as per annual work plans (AWPs), makes amendments and alterations as per section revisions when necessary.

  4. Monitors and tracks the efficient distribution of office furniture & equipment required for effective and efficient use by staff and UNICEF financial resources.

  5. Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the country levels**.

  6. Provides practical input on implementation of administrative and financial guidelines, in close coordination with the supervisor.

  7. Contributes to recommendations on the improvement of internal controls systems

  8. Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as needed.

  9. Support in resource mobilization

  10. Researches, analyzes, verifies, and synthesizes data and information in support of preparing reports pertaining to the office vendor accounts, expenditures both current and future projected ones.

  11. Researches, analyzes, verifies, and synthesizes data and information to assist in the preparation of periodic or ad-hoc financial reports relating to the administration unit functions to support in optimizing the use of the office program and IB funds.

  12. Carries out transactions in VISION pertaining to his/her section vendor accounts

  13. Ensure occupational safety and operations of the Jordan Country Office Premises

  14. Supports the management of the office property, plant and equipment, through assisting with the office physical count exercises, and the disposal of assets in line with UNICEF policies and procedures.

  15. Supervise the in-house messenger, maintenance, and cleaning services that are directly and indirectly contracted by UNICEF to ensure the premises is fully safe and functional for staff use.

Qualifications of Successful Candidate:

Education: Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization is required.

Experience: A minimum of 6 years of progressively responsible administrative or clerical work experience is required

Language Requirement: Fluency of English and local language of the duty station is required.

Core Values:

  • Commitment
  • Diversity and inclusion
  • Integrity

Core competencies

  • Communication (II)
  • Working with people (II)
  • Drive for results (II)

Functional Competencies:

  • Analyzing (II)
  • Applying technical expertise (II)
  • Planning and organizing (II)
  • Following Instructions and Procedures (II)

To view our competency framework, please click here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

How to apply: