Administrative Assistant

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that aims to eradicate poverty and reduce inequalities through sustainable development. Established in 1965, UNDP operates in approximately 170 countries and territories, working with governments and people to address development challenges. The organization focuses on various areas, including poverty reduction, democratic governance, crisis prevention and recovery, and environmental sustainability. UNDP's mission is to help countries achieve the Sustainable Development Goals (SDGs) and improve the quality of life for all citizens. The Jordan Country Office is specifically focused on supporting Jordan's national priorities and commitments to the 2030 Agenda, addressing challenges such as water scarcity, energy shortages, and social cohesion.

Job Overview:
The Administrative Assistant position is crucial for ensuring the smooth operation of the UNDP Country Office in Jordan. Under the guidance of the analyst" style="border-bottom: 1px dotted #007bff !important;">Administrative Analyst, the Administrative Assistant will provide comprehensive administrative and logistical support to office operations. This role involves performing a variety of standard administrative processes, ensuring high quality and accuracy of work. The Administrative Assistant will be expected to align their work with the organizational goals and standards, contributing to the overall effectiveness of the UNDP's mission in Jordan. The position requires a proactive approach to problem-solving and the ability to work collaboratively across various teams and functions, reflecting UNDP's commitment to a portfolio approach in addressing complex development challenges.

Duties and Responsibilities:

• Support administrative processes and procedures in accordance with UNDP operational rules and standard operating procedures, ensuring compliance with UN/UNDP regulations and policies.
• Implement the Travel and Events Dashboard and manage all travel-related matters, including coordination with travel agents, calculating expenses, and providing guidance to staff on travel requests and claims.
• Provide administrative support for monitoring and documenting administrative expenditures, including data management, reviewing travel authorizations, and supporting cost recovery processes.
• Arrange travel and hotel reservations, prepare travel authorizations, and maintain relevant files and records for the Administrative Unit.
• Support knowledge building and sharing within the Country Office by organizing training for staff and contributing to knowledge networks.
• Perform other duties as necessary for the efficient functioning of the office and organization, including preparing routine correspondence and reports, managing event logistics, and maintaining vehicle logs.

Required Qualifications:
The position requires a minimum of 5 years of relevant experience in administration or programme support services with secondary education, or 2 years of experience with a bachelor's degree. UN experience is desirable, as is familiarity with travel web-based systems and events management. Proficiency in office software, database packages, and web-based management systems is essential. Additional certifications in administration and procurement are considered advantageous. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to work effectively in a team environment.

Educational Background:
A secondary education is required for this position. A university degree (bachelor's degree) in Business Administration, Public Administration, or a related field will be given due consideration, although it is not mandatory. The educational background should provide a solid foundation for understanding administrative processes and procedures within the context of UNDP operations.

Experience:
Candidates should have a minimum of 5 years of relevant experience in administration or programme support services if they possess secondary education, or at least 2 years of experience if they hold a bachelor's degree. Experience in the UN system is desirable, particularly in areas related to travel management and events coordination. Familiarity with travel web-based systems and proficiency in using office software and database management systems are also required.

Languages:
Fluency in English and Arabic is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing communication and collaboration within the diverse environment of UNDP.

Additional Notes:
This position is a full-time role within the UNDP Country Office in Jordan. The successful candidate will undergo a probationary period as part of the employment process. UNDP is committed to diversity and inclusion, encouraging qualified applicants from all backgrounds to apply. The organization does not tolerate harassment or discrimination and emphasizes the importance of creating an inclusive workplace. Additionally, UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions at the same grade level.