UN WOMEN Jobs - 51709- Administrative Assistant -(Open to Jordanian citiz

Administrative Assistant -(Open to Jordanian citizens only)

Advertised on behalf of

UN WOMEN

Location :

Amman, JORDAN

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

03-Dec-14 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

Languages Required :

Arabic English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance and the direct supervision of the Operations Associate, the Administrative Assistant supports the Operations Unit by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the programme and projects staff to ensure consistent service delivery.

Duties and Responsibilities

Provide operational, administrative and logistical support:

Under the guidance of the Operations Associate, undertake various operational, logistical and administrative arrangements for meetings, events, retreats and workshops;
Arrangements of travel, hotel reservations, preparation of travel authorizations, processing requests for visas, check Security Clearances, F10 claims and other required documentations;
Coordinate with the respective officials to get residencies and visas for UN Women personnel extended in due time;
Maintain the roster of the office contacts for easy access and reference;
Support to implementation of procurement processes as required;
Make and screen telephone calls and respond to routine requests for information;
Other secretarial work like managing calendars and schedule of appointments and meetings.

Provision of General Services:

Maintenance of the registry system. Provision of photocopies of material from the confidential registry files;
Assistance in the collection of reference and background material from registry files;
Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer;
Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution;
Support the Operations Associate in managing the driver’s pool by checking the vehicle’s logs and maintenance records.

Competencies

Core Values

Integrity:

Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies

Ethics and Values:

Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

Take charge of self-development and take initiative.

Work in teams:

Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

Demonstrate informed and transparent decision making.

Functional Competencies

Ability to administer and execute administrative processes and transactions;
Ability to extract, interpret, analyze data and resolve operational problems;
Ability to perform work of confidential nature and handle a large volume of work ;
Ability to support a team and team building skills;
Good knowledge of administrative rules and regulations;
Strong IT skills;
Focuses on result for the client and responds positively to feedback;
Ability to handle web-based management systems;
Attention to detail;
Excellent knowledge of office software packages.

Required Skills and Experience

Education:

College/Diploma degree in Business Administration or related fields.

Experience:

5 years of relevant experience in administration, procurement, HR, or logistic support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Languages:

Fluency in English and Arabic.