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Administrative Associate

Amman (Jordan)

Background

The Global Programme for Electoral Cycle Support (GPECS), UNDP’s most important vehicle contributing to the formulation and implementation of electoral policy, consists of country, regional, global and gender components that sustainably support policy development, knowledge management and programme support and that use a process-driven approach rather than an event-driven one. GPECS has also innovated in new areas of demand, including on developing electoral indicators, media and elections, and youth participation. The overall goal to which GPECS contributes is towards deepening democracy and accelerating human development. In contributing to this larger and longer-term goal, GPECS focuses on the intermediate UNDP Strategic Plan outcome of electoral laws, processes and institutions strengthen inclusive participation and professional electoral administration.
 
In the Arab region, GPECS provides global and regional technical assistance to work closely with electoral authorities, civil society organizations, media groups, regional institutions, and international organizations supporting democracy initiatives. This support enhances regional cooperation on broader issues of electoral democracy, increase regional knowledge and know-how on electoral issues, enhance capacities of regional stakeholders around issues of civic engagement and political participation, and promote policies and strategies for a greater and more effective role by women and youth in the transformational process.
The GPECS Arab regional component, supported through a US$7 million contribution agreement with SIDA, works towards building coherence in electoral support in the region through dialogue, partnership and initiatives that reinforce the participation of youth and women in political and civic life and national efforts to enhance capacity of electoral authorities to play their role in the professional, transparent, and credible administration of elections. The programme also provides technical support to countries across the Arab states on thematic issues of electoral governance and participation.
 
 

Duties and Responsibilities

The Arab regional programme is seeking an Admin Associate to support the implementation of key upcoming activities. 

Under the direct supervision of the Regional Electoral Policy Specialist and in coordination with the project’s administrative staff, the Admin Associate is expected to carry out the following duties:
 
Summary of Key Functions:
 
  • Ensures effective and efficient functioning of the Regional Electoral Support Project - UNDP Hub office in Amman.
  • Ensures provision of effective communications support to the Regional Electoral Support Project - UNDP Hub office in Amman.
  • Provides administrative support to the Regional Electoral Support Project - UNDP Hub office in Amman.
  • Ensures facilitation of knowledge building and management
 
1- Ensures effective and efficient functioning of the Regional Electoral Support Project - UNDP Hub Office in Amman.
 
Management of the schedule/calendar for the office Regional Electoral Advisor with external and internal parties, including visitors from external meetings, determining priority requirements 
Undertaking all travel arrangements and ensuring coordination with other travel partners from the internal or external environment
Coordination with Directorate staff and with regional and thematic focal points for the timely preparation of high-quality briefing materials for appointments, meetings, missions
Management of the Director’s extensive mission and representation schedule, including proper preparation of travel authorizations and all related travel and financial processes
Support procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. 
Coordinate with operational team of the regional hub on protocol matters, procurement, visas, travel and other administrative matters.
 
 
2- Ensures effective communications support to the Regional Electoral Support Project - UNDP Hub in Amman.
 
Liaison in a timely manner with all Regional Hub units and stockholders  to ensure that the Director’s decisions, instructions and requests for action and information are communicated to the correct persons for follow-up actions.  Self-directed and timely follow-up with all units on actions expected by the Regional Hub Director
Review of incoming correspondence for the Director’s attention and prioritizing of documents according to action required.  Review, proofreading and editing of all correspondence for proper clearance prior to the Director’s signature, ensuring quality control, substance, sensitivity of issues, and compliance with UNDP standards
Directing queries to appropriate party or substantive focal points within the Regional Hub for responses
Presentation of proposals to eliminate communication bottlenecks in the office and streamline communication procedures between the Director’s office and other internal and external units
Drafting and preparation of correspondence, directives, comments on behalf of the Director for his/her signature and ensuring follow-up as needed
Organization of Directorate’s meetings and tracking follow-up actions
 
3. Provides administrative support to the Regional Electoral Support Project - UNDP Hub Office in Amman.
 
Application of  ‘best practices’ with respect to administrative, procedures, rules, regulations and systems, and introduction of relevant proposals for their eventual application in the functioning of the Director’s office
Organization and scheduling of meetings chaired by the Director, including reservation of room, notification to attendees; logistics; preparation of agenda; organization and distribution of key documentation; drafting/revision of meeting minutes; posting of relevant outputs; support to the Director in the development of presentations, briefing materials, talking points
Processing and approval of travel requests in ATLAS in line with UNDP Travel Manual; calculation of DSA entitlements and claims and ensuring the timely settlement of claims; Approver 1 functions in ATLAS
Finance/accounts management support (i.e. processing payment requests in ATLAS, requisitions and claims, reimbursements for personal calls) to the Director and Directorate
Handling of human resource administration issues such as attendance monitoring in the Leave model in ATLAS
Administrative support to conferences, workshops, retreats organized by the Directorate; secretary to meetings as requested by the Director 
Ensuring availability of coverage and backstopping for the Directorate staff during peak times as well as on absences
 
4. Ensures facilitation of knowledge building and management
 
Conducting research on various work-related subjects at the request of the Director and other members of the Directorate
Contribution to knowledge networks and communities of practice
Organization of specialized trainings for protocol and administrative/logistic functions
Ensuring availability of coverage and backstopping for Directorate staff during peak times
 

Competencies

Functional Competencies:
 
Building Strategic Partnerships 
 
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives
 
Promoting Organizational Learning and Knowledge Sharing
 
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches
 
Job Knowledge/Technical Expertise
 
Level 1.1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
 
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Documents ‘best practices’ in organizational change and development within and outside the UN system 
Demonstrates ability to identify problems and proposes solutions 
 
Design and Implementation of Management Systems
 
Level 1.1: Data gathering and implementation of management systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components
 
Client Orientation
Level 1.1:  Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
 
Promoting Accountability and Results-Based Management
 
Level 1.1:  Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports
Maintains databases
 
 
Core Competencies:
Demonstrating/safeguarding ethics and integrity  
Demonstrate corporate knowledge and sound judgment 
Self-development, initiative-taking 
Acting as a team player and facilitating team work 
Facilitating and encouraging open communication in the team, communicating effectively 
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
 

Required Skills and Experience

 
Education:
Secondary Education with specialized secretarial training. 
University Degree or equivalent would be desirable, but it is not a requirement. 
 
 
Experience:
o At least 7 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level within the United Nations Common System
o Experience in the use of computers and office software packages (MS Word, Excel, ATLAS, etc.) and in handling web-based management systems
 
 
Language Requirements:
Fluency in English and Arabic, both oral and written, is required; working knowledge of other UN official language is an asset
 

Disclaimer

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.
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  • Organization: UNDP - United Nations Development Programme
  • Location: Amman (Jordan)
  • Grade: GS-7, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Democratic Governance
    • Operations and Administrations
  • Closing Date: 2018-09-03

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