Administration Assistant, Multiple positions
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.
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 is looking to support Labor-intensive Maintenance in Public Areas that focuses on improving the access to quality education with equitable employment opportunities using the Cash for Work modality (CfW) for both Jordanians and Syrian refugees.
The project entails the provision of maintenance works in selected public schools across six governorates in Jordan. This project will not only address the short-term needs in maintenance across the Jordanian Education Sector, but also support the Ministry of Education in Jordan in developing a sustainable school maintenance mechanism.
The Administration Assistant will be based in Amman but will be required to frequently travel to several locations where the project operates, mainly in Amman, Irbid, Mafraq, Zarqa, Balqa and Ajloun . He or she will work under the direct supervision of the Project Manager
Support to the Project Team
collect and verify data from the contractor regarding the CfW beneficiaries’ daily attendance,which will be logged into the project database through the Database Officer;
Provide administrative support to the contractor in the process of selecting the prospective CfW beneficiaries and provision of training in line with the predefined criteria and SOPs;
Communicate with the CfW beneficiaries on site to convey any inquiries or requests to the relevant focal point.
Perform other duties as assigned by the Project Manager.
Support to knowledge building and knowledge sharing, focusing on achievement of the following results:
Participation in the training events for the operations and projects personnel onLabor-intensive Maintenance in Public Areas or related subjects.
Sound contributions to knowledge networks and communities of practice
Core Values and Principles:
Understand and respect UNOPS sustainability principles
Look for ways to embed UNOPS sustainability principles in day to day project management
Seek opportunities to champion gender equality at work place
Champion and communicate project’s sustainability aspects with key stakeholders
Understand and Respect National ownership and capacity
Understand the principles of the Paris Declaration on aid effectiveness and mainstream them into the project plans
Seek opportunities to recruit qualified local staff
Look for ways to build capacity of local counterparts
Partnerships and Coordination
Understand the UN Development Assistance Framework (UNDAF) and UNOPS, and the contribution of the project to the UNDAF;
Strive to build strong partnerships and effective coordination among relevant project actors (e.g. United Nations, governments, and non-governmental organizations or other relevant partners.
Accountability for results and the use of resources
The project management processes are designed to deliver maximum accountability, transparency and results. If a project or processes is not in line with this, it is the responsibility of the PM to raise the issue to the supervisor
Contribute to innovation and the adaptation of best practice standards of sustainability and quality.
|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 (Level and area of required and/or preferred education)
Secondary Education is required.
Bachelor degree preferably in Business Administration, Project Management, Business Administration, Management, International Relations, Social Studies or other related fields would be a considered advantage.
A minimum of 4 years of experience in providing administrative support to project implementation and/or coordination in either public or private sector organization is required.
Working experience in a project – based environment is desired.
Experience in managing CfW projects is an asset.
Experience in Cash for Work management including budget responsibility of high volumes is desirable.
Experience with international organization/s and/or UN agencies is an asset.
Proficiency with computers in particular MS Word, MS Excel, MS Outlook, Internet, MS Project, and other related software related to the position's field of expertise.
Good knowledge of both English and Arabic languages.
Availability to travel to and within Jordan’s governorates.
Contract type, level and duration
- Contract type: ICA
- Contract level: Local ICA Support, level 4
- 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:
- 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 for National only.
- 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.