Administrative and Finance Assistant - G4 (DC)

Jordan, through its Compact presented at the February 2016 London Conference “Supporting Syria and the Region” has now pledged to deliver up to 200,000 working permits to Syrian refugees.

While envisaged investments and expanded trade in Jordan resulting from the London Conference will create jobs in the long term, it is of crucial importance to allow for both Syrian refugees and vulnerable Jordanians to secure decent livelihoods in the meantime. To this end, it is proposed to implement Employment Intensive Investment Projects that link decent work with asset creation / maintenance in the communities.

Against this backdrop, the ILO, is launching its “Employment Intensive Investment Project for Jordanians and Syrian Refugees” in June 2016. The project that will be funded by KFW (federal Reconstruction Credit Institute) with a total budget of 20 m Euros aims to improve living conditions for Jordanians in host communities and Syrian Refugees through increased employment and improved infrastructure. The project has two key objectives: i) Improved rural infrastructure through the use of employment intensive methods; and ii) improved employability and access to the labour market for women and men Syrian refugees.

 The Administrative Assistant will directly report to the Administrative Finance Officer in Amman, under the overall guidance of the Chief Technical Advisor. S/he will also closely coordinate with the Regional Administrative services in the regional office for Arab States (ROAS), Beirut. The incumbent will perform the following tasks:

• Assist the project in the administrative tasks for the implementation of activities, involving liaison with diverse organizational units in the field, obtaining necessary clearances, processing and following-up on administrative actions. 
• Provide general office assistance, handles routine administrative tasks, including support to project-related missions and activities,
• Assist in organizing project trainings, meeting and workshops according to the project needs and in liaison with the required units and compliance with ILO rules and regulations.
• Prepare background material, working papers and tables for briefing and review sessions.
• Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with the requirements of the Office and the UN and the country of the duty station.
• Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials.
• Provide support for the project’s meetings and events including processing administrative actions, preparing and distributing invitation letters, agendas and other materials, arranging meeting facilities and equipment…..
• Provide support for the official travel of the project staff, including travel and accommodation, security clearances, visa requirements…

• Maintain and update project’s inventory
• Assist the supervisor in monitoring and maintaining a central filing system for all financial records ensuring the completeness and accuracy of records in the correct database.
• Coordinate with diverse organizational units to ensure all payments released have been actually received by the supplier.
• Assist in reviewing the validity of expenditures and encumbrances made on the project. 
• Provide financial and administrative support to implementing partners through the implementation of work.
• Act as a focal point in facilitating work between ILO and the bank in liaison with ILO rules and regulations and with compliance with donor requirements.
• Assist the supervisor in facilitating payments to beneficiaries as per ILO rules and regulations and through the modality adopted by ILO and coordinate with different project units to solve any related issues.

Completion of secondary school education.

At least four  years of relevant work experience. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion. Supervisory experience would be an asset. Knowledge of the relevant project and programme area and the Office’s operations would be ideal.

Excellent knowledge of the working language of the duty station, and good knowledge of Arabic .

Fluent in  both Arabic and English language ; written and spoken.

• Proven ability to use word processing software and email.
• Ability to use other software packages required by the work unit.
• Proven typing abilities.
• Thorough knowledge of modern office procedures.
• Thorough knowledge of clerical practices and procedures, and knowledge of administrative practices.
• Knowledge of the subject matter and programme served.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Knowledge of protocol.
• Ability to reply in an appropriate manner to telephone and in-person inquiries.
• Ability to work well with colleagues.
• Ability to organize own work.
• Ability to evaluate correspondence and inquiries for best course of action.

• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to search and retrieve information from databases and compile reports.
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
• Ability to determine relevant background and reference materials for others, and to screen requests for urgency and priority.
• Ability to deal with confidential matters with discretion.
• May need supervisory skills.