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Project Admin Assistant

Irbid

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Irbid
  • Grade: Administrative support - LICA-4, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Civil Society and Local governance
    • Administration
    • Project and Programme Management
  • Closing Date: Closed

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


Background Information - Job-specific

The UNOPS Hub in Amman implements projects on behalf of UN agencies and bilateral donors and in close coordination with the Government and national authorities. With an established presence across the region, the office runs operations including large-scale procurement, project development and technical management, and provides financial, human resources and infrastructure-related services. The functional objective of UNOPS Hub in Amman is to deliver its projects in an efficient and effective manner and in line with the principles, rules and regulations of UNOPS, so as to achieve the outcomes sought by the clients.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. 

UNOPS is committed to achieving a fully diverse workforce.

The Project Admin Assistant will report directly to the project manager and ensure full coordination with the Senior Water Network Engineer, Project Associate and other project team members. Under the guidance and direct supervision of the Project Manager, the Project Admin Assistant is responsible for performing all duties requested by the PM.


Functional Responsibilities

1.     Administrative Support

  • Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports assigned by the project manager.
  • Compiles information for periodic audits
  • Keep an updated and organized archiving of project documents
  • File documents in physical and digital records and to maintain proper organization and storage of documents and information at site office in order to retrieve files as required.
  • Manage the flow of documentation within the site office and uploading all submittals and input into the system.
  • Maintain updated submittal logs, monitor the submittal schedule and status
  • Must have strong verbal and written communication skills.
  • Support in preparing and organizing for project meetings on site.
  • Ensure that all administrative tasks are done according to organizational procedures and internal processes on site
  • Preparing and disseminating correspondence, memos and forms
  • Undertake any other duty as may be directed by the Project Manager from time to time

2.     Travel, Protocol, and Logistics

  • Organizes shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions.
  • Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependents, updated list of the required documents made available to each staff member.
  • Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file,
  • Accurate and timely information on processes and pending issues to the concerned individuals/unit
  • Maintain records of attendance log on site.

3.     Inventory, Asset Management, Custodial, Common Premises, and general Support

  • Conducts physical inventory checks, drafting periodic inventory and asset reports;
  • Acts as Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. 
  • Collects information for administrative surveys in support to the organization of common services.

4.     Transportation

  • Proper rental vehicle monitoring in terms of car distribution between staff and location on site

5.     Knowledge building and Knowledge sharing

  • Support the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
  • Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.
  • Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively
  • Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

a.      Education

  • First university degree in business administration, public administration, or equivalent discipline is required

b.     Work Experience

  • At least 3 years of relevant experience in general administrative, or operation’s support services in national or international public or corporate organizations.
  • Proficiency in computers and office software packages (MS office) and experience in handling of web-based management system is required.
  • Knowledge of UN policies, procedures and operations would be an asset.  
  • Work experience in Irbid Governorate will be an added advantage.

c.      Languages

  • Fluency in both English and Arabic is required

d.     Other Consideration

  • Residency in Irbid Governorate is an asset.

Contract type, level and duration

  1. Contract type: ICA
  2. Contract level: Local ICA Support level 4
  3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’


For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

This vacancy is now closed.
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