EXECUTIVE ASSOCIATE (ADMINISTRATIVE ASSISTANT) [Temporary]

Org. Setting and Reporting

The UN Secretary-General's launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals (SDG). As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the
UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs.

This position is located in Amman, Jordan. The Executive Associate reports to the Resident Coordinator and coordinates day-to-day activities with the Head of the RC Office.

Under the guidance and direct supervision of the Resident Coordinator (RC), and in close collaboration with the Head of RC Office and in full confidentiality, the Executive Associate ensures effective and efficient implementation of the RC’s activities, timely and effective engagement with relevant partners, takes care of logistical requirements, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

Responsibilities

Within delegated authority, the Executive Associate will be responsible for the following duties:

1. EFFECTIVE MANAGEMENT OF THE RC’S AGENDA, ENGAGEMENT WITH PARTNERS, EFFECTIVE IMPLEMENTATION OF RC’S ACTIVITIES AND EFFICIENT PROVISION OF RELATED ADMINISTRATIVE, PROTOCOL AND LOGISTICAL SUPPORT:
• Maintain the RC’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings of the RC and the RCO, acting as an interpreter when required.
• Provide protocol coverage to meetings, events and written correspondence.
• Coordinate high-quality briefing materials for Resident Coordinator for appointments, meetings, missions.
• Draft correspondence, ensure that all correspondence and documents submitted to the RC are according to UN norms and standards including, directives, comments on behalf of RC for signature and action/follow-up when required.
• Prepare draft/informal translations.
• Liaise with relevant officials and ensures the timely preparation and submission to the Resident Coordinator of reports, talking points and briefing papers. Manage RC travels, missions and representation schedule, support the preparation of travel and ensure flights booking and provision of logistics information.
• Maintain rosters of high-level partners, telephone lists for UN Agencies and Diplomatic Corps.
• Assists organize official events: travels (booking of flights, request of security clearance, arrangements at airport, etc.) for local and high-level visitors as required.
• Prepare and maintain checklists and templates for relevant processes (high level visits, meetings preparation etc).
• Support the organization of UNCT meetings and other meetings with international development partners and the Government.

2. GENERAL ADMINISTRATION:
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties in support of the RCO team members, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.

3. HUMAN RESOURCES MANAGEMENT SUPPORT:
• In close cooperation with the Head of Office, initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables;updates IMS surveys on UN and RCO staffing. .

4. KNOWLEDGE MANAGEMENT:
• Maintain the filing system (in TEAMS) ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordinate the information flow in the office, follow up on circulation files.
• Screen RC incoming calls and correspondence.
• Support organizing and communicating on the various coordination meetings, including UNCT Meetings.
• Participate in the organization of official UN Days, public events, joint UN events and provide secretariat and administrative support to the UNCT
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC.
• Coordinate and act as the focal point to external high-level missions visiting the country through drafting and finalizing Note Verbals on behalf of other UN agencies and follow-up on protocol and meetings arrangement with Government Officials.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

A minimum of High school diploma or equivalent, is required. A degree in Communications, Public Relations, Business Administration or other related field is desirable. Passing the United Nations Global General Service Test (GGST) is a pre-requisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GSST at the time of application may be invited for the test after submitting an application. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

A minimum of seven (7) years of experience in secretarial, administrative services, finance,
accounting, audit, human resources or related area at the national or international level is required.

A minimum of one (1) year work experience in data analytics or related area is desirable.

Experience in providing administrative and management support to senior executives and to handle sensitive and confidential information is desirable.

Work experience with the United Nations or similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Arabic is required. Knowledge of another official United Nations language is an advantage.


NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of equals a rating of' confident" in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This is a Temporary Job Opening. Appointment against this position is for a duration of Three-Hundred and Sixty-Four (364) days, a limited duration and does not carry any expectancy, legal or otherwise, of renewal. Extension of the appointment is subject to extension of the mandate and the availability of the funds. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. However, Applicants may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They will be considered locally recruited for purposes of SR 4.4. If selected, the GS staff member will be responsible for any costs related to their travel and relocation in the context or onboarding. If they do not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may
be provided to support participation in the recruitment process when requested and indicated in the application.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.