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Administrative and Executive Associate

Amman (Jordan)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Amman (Jordan)
  • Grade: LICA-6, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2021-09-21

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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

UNOPS Regional Office for the Middle East region performs oversight and programme support to UNOPS offices in Jerusalem, Jordan, Iraq, Syria, Lebanon  and Yemen.  UNOPS field offices in the Middle East region implement projects on behalf and in support of national governments and authorities, UN partners, and bilateral donors in its three mandate areas of infrastructure, procurement, and project management.  UNOPS delivers its projects in an efficient, effective, and sustainable manner, in line with the highest project management standards.

UNOPS strategic focus places increased emphasis on national capacity development and sustainable approaches to project management, procurement and infrastructure services.  A key objective is to be recognized as an organization that delivers world-class infrastructure and project management, which is both economically and socially sustainable, even in the most challenging environments

Reporting to the Regional Director, the successful incumbent will be required to work in a collaborative manner, with colleagues at all levels across the organization.

Functional Responsibilities

Ensures effective and efficient functioning of the Regional Director’s office focusing on achievement of the following points:

1.    Administrative support

  • Manage the RD’s schedule and missions;

  • Organize regular and ad-hoc meetings; prepare minutes and summaries  of  actions  to be  taken; track progress on planned issues; follow-up with focal points;

  • Monitor and facilitate Regional Director’s approval for all documents received from MR offices; Compile reports and administrative documentation;

  • Provide  accurate  and  timely information  on  processes  and  pending  issues  to  the concerned individuals/unit;

  • Management of the Regional Director’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team.

  • Provide accurate solutions for travel purposes and ensure the appropriate procurement of visas;

  • Maintain strict compliance with confidentiality required on documentation and information received.

2.   Operational support

Support the Regional Director's office in organizing regional retreats, training and workshops for personnel as appropriate including agenda preparation, documentation, review of budget and authorization of expenses;

  • Organize high-level events including invitees from embassies, governments, UN agencies, governmental/non-governmental organizations and other partners;

  • Coordinate preparation of meetings with key partners/donors (logistics, talking points, background notes, presentations, etc.);

  • Liaise with the RMOA and Offices  to provide  the Regional Director updates on budgets utilization and any requested reporting ;

  • Contribute to the engagement review process: quality assurance review for engagement submitted for approval to the Regional Office and facilitate their recommendations and approvals;

  • Contribute to the regional quarterly business reviews, organize meetings with offices and follow up on emerging action points.  

  • Contribute to the annual budget process as requested;

  • Verify invoices for the settlement of the Regional Office due payments;

  • Responsible for compilation of reports and administrative documentation as requested by the Regional Director.

3.   Support to people and information management

  • Facilitate and manage the ongoing network and exchange of information with internal partners and important business clients;

  • Development  of  effective  systems  and  procedures to  improve  and  streamline  work  and communication flow within the team, to meet high-paced job demands and business requirements;

  • Contribute to MR’s gender parity initiative: support the implementation and monitoring of the Gender and PSEA Action Plans implementation status;

  • Act as the people focal point: including coordinating the annual people survey preparation, and action plan implementation;


Competencies


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

Education:

  • High School Diploma with a combination of 6 years of relevant professional experience in Project Management, Business Administration, Finance, Logistics, International Relations,Monitoring  or other relevant discipline    

  • A University Degree (bachelor’s degree / first level) would be an asset but is not required. It may substitute for some of the required years of experience. 

Experience:

  • 6 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor ; experience in project management , or Finance , or M&E or administration or a collective of all is preferred.

  • Experience in complex operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management is an asset;

  • Experience and demonstrated knowledge of UN /UNOPS rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

Language:

Fluency in English and Arabic languages is required

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) modality Contract level:  Local ICA Support -  LICA6 
Contract duration: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 

Local ICA Support

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.
  • This position is open to Nationals ONLY.
  • Amman is a UN Family Duty Station.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • 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
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • 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.
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.
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