Admin. Assistant under IC modality

TERMS OF REFERENCE (to be completed by Hiring Office)

Hiring Office:

UNFPA Jordan Country Office

Purpose of consultancy:

Under the overall guidance and supervision of the Operations Manager the Admin. Assistant will be performing a variety of standard administrative processes related procurement, finance, HR, and logistics, ensuring high quality and accuracy of work for UNFPA Jordan Country Office.

Scope of work:

(Description of services, activities, or outputs)

The Admin Assistant will work in collaboration with the operations team to ensure consistent services delivery, as follows:

• Supports the procurement processes and the subsequent logistics under the guidance of the procurement analyst and Admin/Logistic Asst. and in line with the procurement policies and procedures.
• Maintain appropriated records to ensure that procurement process, decision, and contractual agreement are accurately documented for accountability and audit purpose.
• Assist HR Officer in administrative issues related to recruitment processes and leave monitoring.
• Prepares informal translations and may act as interpreter.
• Assist finance in the preparation of requests/vouchers for UNDP.
• Provide administrative support to all unit staff and ensure the accuracy and consistency of the delivery of services.
• Direct and coordinate the supportive services of the organization, including coordinating with the selected suppliers the needs of UNFPA Jordan CO activities.
• Facilitate travel arrangements by assisting in preparing all travel arrangements, travel requests, and assist in the preparation of security clearances.
• Draft substantive correspondence to Government and Ministries and ensures follow-up.
• Maintain office records and reference files on various subjects.
• In charge of protocol matters: (a) arranges meetings with high-ranking officials;.
• Participates in the organization and preparation of staff meetings or special meetings and takes minutes and/or notes.
• Arrange accommodation for visitors with the selected hotels.
• Organize and maintain a filing system for the admin./finance section, including lists of suppliers, contractors, consultants, etc…
• Perform any other duties assigned by the immediate supervisor.

Duration and working schedule:

The duration of the consultancy is three months. From 1 February – 30 April 2020.

On full time basis / 36 hrs per week / from: 9:00 a.m-16:15 p.m. (only on Thursday 9:00 a.m.-16:00 p.m.)

Place where services are to be delivered:

UNFPA Jordan Country Office, Amman-Jordan.

Delivery dates and how work will be delivered (e.g. electronic, hard copy etc.):

Ongoing (day to day tasks)

Monitoring and progress control, including reporting requirements, periodicity format and deadline:

Constant monitoring and assessment by the Operations Manager in collaboration with the Operations Team on the tasks performed by the Admin. Assistant.

Supervisory arrangements:

The Admin Assistant will work under the overall guidance and supervision of the Operations Manager.

Expected travel:

NA

Required expertise, qualifications and competencies, including language requirements:

Nationality: Jordanian

Education: Completed secondary education. Bachelor Degree will be an asset.

Work experience:

• At least 5 years of solid relevant experience in administrative and finance in the UN System or other international organizations is preferred.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages,

Language: Fluency in Oral and Written English and Arabic.

Required Competencies:

Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing cultural diversity
• Embracing change

Core Competencies:

• Achieving results
• Being accountable
• Developing and applying professional expertise/ business acumen
• Thinking analytically and strategically
• Working in teams/ managing ourselves and our relationships
• Communicating for impact