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Admin and Finance Assistant (Aqaba) NPSA 5

Amman

  • Organization: UNDP - United Nations Development Programme
  • Location: Amman
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: 2022-12-01
Background
 
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
 

UNDP Jordan upholds a vision focusing on the achievements of Sustainable Human Development in Jordan, ending poverty and reducing inequalities. UNDP is at the heart of the UN’s work on sustainable development and a leader for the new Sustainable Development Goals (SDGs), also known as the Global Goals. UNDP Jordan's country programmes are specifically designed to support national efforts in reaching a solution pathway that achieves the goal of a more inclusive and resilient nation that is able to effectively address the development challenges it is faced with, through its five program pillars, including Inclusive Growth & Sustainable Livelihoods; Inclusive Participation; Environment, Climate change, and Disaster Risk Reduction; Development Impact Policy and Planning; Social Cohesion and Gender Equality.

UNDP Jordan Environment, Climate Change, and Disaster Risk Reduction pillar has been supporting the Government of Jordan in fulfilling its commitments towards International Environmental Conventions, including the Convention of Biological Diversity (CBD), and has launched several interventions in the Gulf of Aqaba to conserve Jordan`s unique biodiversity in landscapes and marine ecosystems. Support is primarily focused on enhancing the effectiveness and sustainability of the newly established Aqaba Marine Reserve and addressing direct drivers to protect habitats and species. Among these initiatives, The Mediterranean Forum for Applied Ecosystem Based-Management (MED4EBM), Improving the management and operations effectiveness of the new Aqaba Marine Reserve, and preparation of a regional project on the conservation of the Gulf of Aqaba.

UNDP Jordan Country Office seeks to employ a full-time Administrative and Financial Assistant to serve under the supervision of the Projects Coordination Specialist, and overall supervision of the Environment, Climate Change, and Disaster Risk Reduction portfolio Team Leader.

 
Duties and Responsibilities:
The Admin and Finance Assistant will be responsible for assisting in the implementation processes of the project’s components and assisting in needed financial activities and bookkeeping of the project.
  1. Provide administrative and logistic support to project planning and implementation:
    • Assist in staff-related administration, including the processing of recruitment processes, processing appointments, and contract extensions, and upkeep of staff records;
    • Arrange appointment schedules and travels, organize meetings/workshops, and draft correspondence, minutes, etc.;
    • Support the projects coordination specialist in preparing and updating the procurement plan and assist in the procurement process of related inputs for project activities;
    • Support preparation of project board/ steering committee meetings;
    • Support to project formulation, extension, and closure process;
  1. Assist in partnership coordination with relevant government partners, UN agencies, development partners, the private sector, and other stakeholders:
  • Assist in the coordination of the project activities with other involved governmental and non-governmental organizations under the supervision of the projects coordination specialist.
  • Provide administration and logistical support in organizing meetings with other key stakeholders if needed;
  • Communicate with focal points of implementing agencies, relevant line ministries, UN agencies, development partners, private sector as required;
  • Maintain an up-to-date list of key stakeholders.
  1. Support Project management to implement different financial processes
  • Support team to develop and implement financial plans, tracking sheets, and logbooks.
  • Support in the financial management and bookkeeping of projects documents, project plans, and project’s implementation, such as training sessions, events, workshops, meetings, and other attributes pertaining to projects.
  • Perform financial duties related to the implementation of the project activities and support preparation and follow-up of financial progress reports to UNDP and funding agencies.
  • Assist the team in preparing a different report on the progress of the activities
  1. The incumbent of the position will uphold the non-discriminatory behavior and ensure that:
  • Human rights and gender equality is prioritized as ethical principle within all actions;
  • Activities are designed and implemented in accordance with “Social and Environmental Standards of UN”;
  • Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, or gender are respected within all implementations, including data production;
  • Differentiated needs of women and men are considered;
  • Inclusive approach is reflected within all actions and implementations; in that sense, an enabling and accessible setup in various senses, such as disability gender language barrier, is created;
    1. Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc
  1. Other activities required by the office
    1. Ensure maintenance and upkeep of project assets;
    2. Perform secretarial work for the projects’ management and project’s boards (calling for meetings, preparing and distributing agendas, documenting discussions, writing minutes of meetings, follow-up on decisions, keeping members informed on the progress, etc.).
    3. Assist the project with general administrative support in planning, implementation, and monitoring;
    4. Coordinate travel and accommodation as necessary to support project fieldwork.
    5. Ensure that activities and outputs are carried out and achieved in accordance with UNDP project documents, conditions of contracts, technical specifications, applicable international standards, and standard project management procedures.

 

 

 

Competencies:

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies: 

Thematic Area

Name

Definition

Business Direction & Strategy

Business Acumen

Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.

Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

Business Development

Integration within the UN

Ability to identify, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations.

Business Management

Monitoring

Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

Business Management

Communication

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

Planet

Nature, Climate and Energy

Green Economy: Readily adaptable to green economy and green growth work environment.

Planet

Nature, Climate and Energy

Biodiversity conservation passion, marine ecosystems literate, aware on energy saving and efficient consumption. 

Required Skills and Experience
 
Education:

High school degree with 5 years of relevant experience or a Bachelor’s degree in Business Administration, Business Management Systems, or other relevant IT, Finance, Accounting, Natural Sciences, and Mathematics or related fields with 2 years of experience.

Experience:
 
At least 2 years of experience in experience in Management Operations Support, IT Business and/or Projects Management related tasks, Projects Management and Accounting, or related fields with bachelor’s degree. Or 5 years of experience in Management Operations Support, IT Business and/or Projects Management related tasks, Projects Management and Accounting, or related fields with high school degree.
 
Required  skills and competencies:
  • Monitoring, coordination, and supervision of project admin and financial activities.
  • Data Analysis.
  • Ability to work on time-sensitive projects with tight deadlines.
Desired additional skills and competencies:
  • Knowledge and experience in general management, filing, and handling of complex records, accounting and bookkeeping, and IT applications in Projects Management related skills.
  • Knowledge of project management procedures.
  • Competency in the use of standard   Microsoft Office computer packages is essential.
  • Proven ability to assist in work plan preparation.
  • Proven ability in financial reporting.
  • Experience within UN agencies is an asset.
  • Training in Projects Management is an asset

Required Language(s) (at working level):

Fluency in verbally communicating and writing in Arabic and English.

Professional Certificates: N/A 

Disclaimer
 
 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
 
Applicant information about UNDP rosters
 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
 
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