Details
Mission and objectives
The United Nations Country Team (UNCT) in Jordan is comprised of 17 resident Agencies, Funds, and Programmes, namely: FAO, ILO, IOM, OCHA, UNDP, UNESCO, UNFPA, UN-Habitat, UNHCR, UNICEF, UNIDO, UNODC, UNOPS, UNRWA, UN Women, WFP, WHO, as well as the World Bank, UNDSS and the Resident Coordinator Office (RCO); It also includes five non resident Agencies, IAEA, IFAD, OHCHR (with SHRA in RCO), UN Environment and UNIC. ESCWA, UNV, and IFC also participate in UNCT meetings for coordination purposes.
Since 2018, a Senior Human Rights Adviser (SHRA) is deployed to the Office of the Resident Coordinator (RCO) under the framework of the UN Development Group Human Rights Mainstreaming Mechanism upon request of the UN Country Team (UNCT) in Jordan. The Senior Human Rights Adviser 1. works with the UNCT to integrate human rights into their programmes and activities, to develop strategies and programmes aimed at building and strengthening national capacities and institutions for the promotion and protection of human rights, and to promote human rights as a common UN value and to uphold international norms and standards through advocacy and awareness-raising; 2. supports the RC and UNCT and national partners in their engagement with international human rights mechanisms; and 3. provides technical advice and conducts human rights capacity-building for a range of governmental and non-governmental actors.
Since 2018, a Senior Human Rights Adviser (SHRA) is deployed to the Office of the Resident Coordinator (RCO) under the framework of the UN Development Group Human Rights Mainstreaming Mechanism upon request of the UN Country Team (UNCT) in Jordan. The Senior Human Rights Adviser 1. works with the UNCT to integrate human rights into their programmes and activities, to develop strategies and programmes aimed at building and strengthening national capacities and institutions for the promotion and protection of human rights, and to promote human rights as a common UN value and to uphold international norms and standards through advocacy and awareness-raising; 2. supports the RC and UNCT and national partners in their engagement with international human rights mechanisms; and 3. provides technical advice and conducts human rights capacity-building for a range of governmental and non-governmental actors.
Context
The assignment is located in the United Nations Resident Coordinator’s Office (UNRCO) for Jordan. The UN Volunteer Executive Assistant will provide high-level executive, administrative, protocol, logistical and coordination support to the Resident Coordinator (RC), working closely with the Head of the Resident Coordinator’s Office and the wider RCO team. The assignment aims to cover the parental leave of the incumbent. Given the nature of the function, the candidate will be expected to exercise a high degree of discretion, professionalism, sound judgement and confidentiality.
Task description
Under the overall guidance of the Resident Coordinator and the direct supervision of the Head of the Resident Coordinator’s Office, and working in close cooperation with the RCO team, the UN Volunteer Executive Assistant will undertake the following functions:
1. ENSURE EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RC FRONT OFFICE:
• Maintain the Resident Coordinator's calendar and representation schedule, arrange appointments and meetings of the RC, coordinates logistical and protocol arrangements for official functions, liaises with diplomatic missions, government counterparts and UN entities; ensure compliance with UN and host country protocol requirements, and act as an interpreter and/or take minutes of meetings when required.
• Coordinate high-quality briefing materials for the RC for appointments, meetings, events, and missions and ensure that all correspondence and documents submitted to the RC are according to UN norms and standards, including directives. Coordinate comments on behalf of RC for signature and action/follow-up when required.
• Draft key correspondence, including notes to files, minutes of meetings and Note Verbales, and provide translation for official correspondence.
• Manage RC travel and missions, prepare travel requests, ensure flight bookings and provision of logistics information, and follow up on trip reports and travel claims.
• Maintain contact lists of high-level partners, UN Agencies, and Diplomatic Corps.
• Assist in organizing official events: travel (booking flights, request for security clearance,
• Arrangements at airport, etc.) for local and high-level visitors as required.
• In collaboration with the RCO team, prepare and maintain checklists and templates for relevant processes (high-level visits, meetings preparation, etc).
• Provide all similar services and support to RC.
2. PROVIDE ADMINISTRATIVE AND COMMUNICATIONS SUPPORT TO THE OFFICE:
• Maintain the filing system (in Microsoft Teams/SharePoint), ensuring the safekeeping of confidential materials. Use of automated filing system.
• Screen RC incoming calls and correspondence.
• Support the organization and communication of various coordination meetings, including UNCT meetings.
• Participate in the organization of official UN Days, public events, joint UN events and provide secretariat and administrative support to the UNCT.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC.
• Support the Head of Office on engagement with external partners, preparation of and follow-up on events/high-level missions/official engagements and management of administrative processes.
• Assists with visualizations and updating information material such as web pages or brochures.
3. GENERAL ADMINISTRATION:
• Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks as required, including contract administration, office time management, budget and finance, and human resource management.
• Coordinate the activities of the RC driver.
• Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Ensures that requirements and background information used for data analysis are documented.
• Performs other relevant duties as assigned.
Expected Results / Outputs
• Efficient and timely management of the Resident Coordinator’s agenda, official engagements and representational commitments.
• High-quality and timely preparation of briefing materials, correspondence and documentation for the Resident Coordinator.
• Effective protocol and logistical arrangements for official meetings, missions and high-level visits.
• Smooth coordination and administrative support for UNCT meetings and other senior-level coordination mechanisms.
• Systematic tracking and timely follow-up of decisions, commitments, correspondence and action points.
• Accurate and up-to-date stakeholder contact databases, records, templates and institutional files.
• Effective information flow and coordination between the Resident Coordinator, RCO, UNCT members, Government counterparts and other stakeholders.
• Confidential information and documentation handled with the highest degree of discretion and professionalism.
1. ENSURE EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RC FRONT OFFICE:
• Maintain the Resident Coordinator's calendar and representation schedule, arrange appointments and meetings of the RC, coordinates logistical and protocol arrangements for official functions, liaises with diplomatic missions, government counterparts and UN entities; ensure compliance with UN and host country protocol requirements, and act as an interpreter and/or take minutes of meetings when required.
• Coordinate high-quality briefing materials for the RC for appointments, meetings, events, and missions and ensure that all correspondence and documents submitted to the RC are according to UN norms and standards, including directives. Coordinate comments on behalf of RC for signature and action/follow-up when required.
• Draft key correspondence, including notes to files, minutes of meetings and Note Verbales, and provide translation for official correspondence.
• Manage RC travel and missions, prepare travel requests, ensure flight bookings and provision of logistics information, and follow up on trip reports and travel claims.
• Maintain contact lists of high-level partners, UN Agencies, and Diplomatic Corps.
• Assist in organizing official events: travel (booking flights, request for security clearance,
• Arrangements at airport, etc.) for local and high-level visitors as required.
• In collaboration with the RCO team, prepare and maintain checklists and templates for relevant processes (high-level visits, meetings preparation, etc).
• Provide all similar services and support to RC.
2. PROVIDE ADMINISTRATIVE AND COMMUNICATIONS SUPPORT TO THE OFFICE:
• Maintain the filing system (in Microsoft Teams/SharePoint), ensuring the safekeeping of confidential materials. Use of automated filing system.
• Screen RC incoming calls and correspondence.
• Support the organization and communication of various coordination meetings, including UNCT meetings.
• Participate in the organization of official UN Days, public events, joint UN events and provide secretariat and administrative support to the UNCT.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC.
• Support the Head of Office on engagement with external partners, preparation of and follow-up on events/high-level missions/official engagements and management of administrative processes.
• Assists with visualizations and updating information material such as web pages or brochures.
3. GENERAL ADMINISTRATION:
• Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks as required, including contract administration, office time management, budget and finance, and human resource management.
• Coordinate the activities of the RC driver.
• Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Ensures that requirements and background information used for data analysis are documented.
• Performs other relevant duties as assigned.
Expected Results / Outputs
• Efficient and timely management of the Resident Coordinator’s agenda, official engagements and representational commitments.
• High-quality and timely preparation of briefing materials, correspondence and documentation for the Resident Coordinator.
• Effective protocol and logistical arrangements for official meetings, missions and high-level visits.
• Smooth coordination and administrative support for UNCT meetings and other senior-level coordination mechanisms.
• Systematic tracking and timely follow-up of decisions, commitments, correspondence and action points.
• Accurate and up-to-date stakeholder contact databases, records, templates and institutional files.
• Effective information flow and coordination between the Resident Coordinator, RCO, UNCT members, Government counterparts and other stakeholders.
• Confidential information and documentation handled with the highest degree of discretion and professionalism.
At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.