Administrative Assistant

Within Inclusive Growth broad issues, poverty and inequality reduction is key to sustainable human development, as reiterated in the new UNDP Strategic Plan. Building resilient societies based on SME-led growth and social protection is central to UNDP’s mandate to promote inclusive and sustainable development. UNDP works closely with governments, national and sub-national institutions to support integration of SME, green economy, informal economy issues in their development agendas aligned with the Sustainable Development Goals. The Inclusive Growth Team in the Amman Regional Hub develops regional and sub-regional initiatives to advance reduction of poverty and inequality and supports Country Offices in the Arab states region to address the socioeconomic impacts of COVID-19 and recover on a sustainable and inclusive development path. 

Under the overall guidance and supervision of the Regional Team Leader – Inclusive Growth / Lead Economist, the Administrative Assistant will provide administrative services in support of the Unit’s administrative and programme responsibilities.

The Administrative Assistant works in close collaboration with Operations, programmed and project teams in the Regional Hub, other UN agencies, and UNDP HQ staff to successfully deliver administrative services. 

Duties and Responsibilities

Ensures administrative support, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Organizes and prepares agendas and minutes of meetings and tracks follow-up actions.
• Coordinates and reports for meetings and missions for the Regional Team Leader – Inclusive Growth / Lead Economist , including research work to prepare briefing materials as applicable.
• Provision of inputs to preparation of team results-oriented workplans.

Ensures effective financial and logistical support, focusing on achievement of the following results:

• Support the team of any procurement processes, backstops procurement processes, including submission of required templates and documents to the Hub’s Operations Team ;
• Support the the Regional Team Leader – Inclusive Growth / Lead Economist  of any travel arrangements including preparation of travel authorizations, processing requests for visas, identity cards and other documents, including timely follow-up action on medical/security clearance, claims, signatures, as appropriate
• Monitors all travel-related payments for the Regional Team Leader – Inclusive Growth / Lead Economist , liaising appropriately with the Hub’s Operations Team and BPPS staff in the field, as required;
• Administrative support to conferences, workshops, retreats.
• Arrangement of vehicle transportation, if required.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports as required
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Assistance in the preparation of budget, provision of information for audit, as needed.
• Support the team of any HR processes including recruitments, processes of payments for PSA Short term contract holders within the team, support in supplier creation, e-requisition and P0 creation.
• Support in maintain record of all contracts within the team.

Provide research related support to Inclusive Growth team:

• Support IG Team in preparation of term of references by utilizing the relevant templates;
• Assist in conducting desk reviews and bibliographies by collecting, compiling, and summarizing
• Establish and maintain the IG Team knowledge database on SharePoint.         

Support knowledge building and knowledge sharing, focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice.

Required Skills and Experience

Min. Education requirements

• Secondary education or bachelor’s degree in business or public Administration, Management, or other related fields.

Min. years of relevant work experience   

• A minimum of 5 years with secondary education or 2 years with a bachelor’s degree of relevant work experience in administration or programme support service in UN system, NGO, public sector, or governmental entity

Required skills.          

• Proficiency in the use of office software especially Microsoft Excel, Microsoft Word, and Microsoft PowerPoint.

Desired skills in addition to the competencies covered in the Competencies section.           

• Experience in organizing events (meetings, workshops, etc.)
• Good communications skills both written and oral
• Experience in engaging with stakeholders.
• Innovative problem solving and effective organizational skills.
• Good client orientation and planning skills

Required Language(s)     

• Written and spoken proficiency in Arabic and English is required.
• French is a plus.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/17450