You are here

Admin. Assistant under IC modality

TERMS OF REFERENCE FOR INDIVIDUAL CONSULTANT

Admin. Assistant with Operations Team

 

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

 

 

 

Functional Competencies:

  • Providing logistical support
  • Managing data
  • Managing documents, correspondence and reports
  • Managing information and work flow

Inputs / services to be provided by UNFPA or implementing partner (e.g support services, office space, equipment), if applicable:

UNFPA will provide office space, IT equipment as necessary, stationary and transportation for official business.

Other relevant information or special conditions, if any:

Willingness to work during weekends and beyond working hours, upon request. There is a possibility of contract extension upon funding availability and depends on performance.

 

UNFPA Work Environment:

 

UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.

 

How to Apply:

Interested national applicants are advised to send their P11s, copy of academic credentials together with a cover letter to the email address: jco-vacancy@unfpa..org indicating the post title in the e-mail's subject, before the deadline of 23 January 2020. Candidates who are seriously being considered will be contacted for an interview.

 

 

- Download P11 Form.