Administrative Assistant

Job Posting Organization:
The position is located in the Office of the Special Envoy of the Secretary-General for Yemen, which is part of the United Nations. The UN aims to maintain international peace and security" style="border-bottom: 1px dotted #007bff !important;">security, promote sustainable development, and uphold human rights. The organization operates globally, with numerous offices and missions in various countries, including a significant presence in the Middle East.

Job Overview:
The Administrative Assistant will be responsible for providing comprehensive administrative support to the Office of the Special Envoy of the Secretary-General for Yemen. This role involves a variety of tasks that ensure the smooth operation of the office, including general administration, human resources management, travel coordination, budget and finance assistance, and contract administration. The incumbent will work closely with the Senior Staff Assistant and other team members to facilitate effective communication and coordination within the office and with external stakeholders. The position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently while adhering to UN regulations and procedures.

Duties and Responsibilities:

• General Administration: Draft routine correspondence, coordinate with service sections, monitor accounts and payments, manage operational travel programs, and organize seminars and conferences.
• Human Resources & Travel Management: Handle administrative actions related to recruitment, onboarding, travel requests, claims, and compliance with UN procedures.
• Budget and Finance: Assist in budget submissions, performance reports, and petty cash administration.
• Contract Administration: Manage contracts with external contractors, audit invoices, process payments, and handle permissions for staff.
• Perform other related duties as required by the supervisor.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A certificate in Data Analytics and a Power BI Essential Training certificate are required. Additionally, candidates should demonstrate a strong understanding of administrative functions, including budget management, human resources, and database management, particularly within the UN system.

Educational Background:
A high school diploma or equivalent is required for this position. Job-specific qualifications include a certificate in Data Analytics and a Power BI Essential Training certificate, which are essential for performing the duties of the role effectively.

Experience:
Candidates must have a minimum of six years of progressively responsible experience in finance, accounting, human resources, audit, or administrative services. At least one year of experience providing administrative support to senior officials at the Assistant Secretary-General level or above in an international organization is required. Additionally, candidates should have at least four years of experience in travel administration within UN operations, including visa processing and travel claims. Experience with the Umoja (SAP) platform is also required, particularly in processing travel requests and related transactions.

Languages:
English and Arabic are required for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the UN, but proficiency in French is not mandatory for this role.

Additional Notes:
The position is based in Amman, Jordan, and is subject to the United Nations' policies on gender balance and geographical diversity. Female candidates are strongly encouraged to apply. The UN does not charge any fees during the recruitment process, and candidates must adhere to the organization's standards of integrity and professionalism. The position may involve an initial probationary period of one year under a fixed-term appointment.