SECRETARIAL AND PROGRAMME ASSISTANT [MATERNITY COVERAGE]

  • Contractor
  • Amman, Jordan
  • TBD USD / Year
  • UNESCO profile




  • Job applications may no longer being accepted for this opportunity.


UNESCO

Parent Sector : Field Office

Duty Station: Amman

Job Family: General Administrative Support

Type of contract : Non Staff

Duration of contract : From 1 to 6 months

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 16-MAR-2022

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Only candidates who are entitled (have the right) to live and work in Jordan can apply

Maternity Coverage, (approx. 26.04.2022 until 24.10.2022), starting with a 3-month probation period

Under the overall authority and direct supervision of the Head of UNESCO Office in Amman (HoO), the Secretarial and Programme Assistant provides a wide range of secretarial and administrative support services in managing the office of the HoO (i.e. secretarial, logistical, administrative and others) under limited supervision.

The incumbent will cover a staff on a maternity leave, s/he should ensure clear, timely and accessible audit trail of all related actions, lists, reports, and documents, ensuring and up-to-date documentation and archiving to ensure proper and full handover to the concerned staff after returning from maternity leaves.

The work is performed independently with the supervisor reviewing end-products for conformance to instructions. The Secretarial and Programme Assistant provides guidance to other support staff on corporate formatting standards, workflows as well as protocol and other procedures. The incumbent is required to efficiently work on the different corporate systems to process and produce the necessary documents, like travel plans, etc. related to the HoO work.

Long Description

The incumbent will carry out the following responsibilities:

  1. Manage the HoO front desk with respect to communications/correspondence, information sharing, meetings and work flow; identify means to ensures adequate control of internal and external communications for the office; identify complex or sensitive subjects, and contacts, for dedicated processing as well as priority issues that need to be brought to the HoO attention; distribute action items not requiring the Head’s personal attention; as appropriate, provide additional information and guidance to staff at all levels within the Office to ensure clarity in understanding of intent and deadlines; and continually evaluate and improve the operations of paper-based and electronic systems to ensure effective access to information and documents.

  2. Receive, analyze, register and distribute incoming correspondence and other documents; determine the importance and priority of documents received and whether it should be seen by the HoO or can be handled directly by program specialists within the office; establish deadlines for required action or reply; follow up with the HoO and other professionals on deadlines for answers or other required action; prepare correspondence and answer to requests for information on programs and activities attaching relevant documentation; review correspondence and other documents prepared in English or Arabic for the signature of the HoO, and make or recommend changes to format, style, spelling or grammar; verify invoices against contract terms and conditions and prepare contract modifications and requests for payments relevant to the HoO work.

  3. Manage the HoO agenda; schedule/reschedule appointments; makes travel/mission arrangements. Establish and maintain files and reference systems both electronically and on papers for documents and correspondence according to the rules and procedures for the processing and approval of documents by the HoO. Draft non-technical correspondence, Note Verbales and e-mails and ensure follow-up; drafts documents/reports/ correspondence/briefings for the HoO desk; maintain policy and confidential files with high level of discretion and sensitivity and take discrete actions as appropriate; undertake searches for information; take minutes at senior and general staff meetings; prepare informal translations of documents and acts as an informal interpreter as requested in two languages (Arabic and English).

Long Description

  1. Assist and provide support in programme/project implementation by monitoring progress, advising and alerting Office staff/ HFO on execution milestones; assist in drafting status reports by searching, retrieving, assembling, compiling information and data; prepare background materials for use in discussion, presentations, meetings and briefing sessions; record project inputs and maintain data; assist programme responsible in entering information into SISTER and updating status of RP and EB projects in SISTER.

  2. In collaboration with Office staff, assess administrative support needs for meetings/events/workshops, travel, invitation/document processing/publication production and dissemination and consultants/temporary assistance. Inform team members of process, procedures and timeframes to secure administrative services needed for programme execution. Initiate and process a variety of contractual and administrative documents/transactions using examples or templates. Organize the delivery of programme support in close coordination with team members, perform a variety of administrative duties and provide logistical and other administrative assistance to partners and stakeholders attending the events/ meetings/ workshops (e.g. travel, visa arrangements etc.).

  3. Maintain personal contact with the Ministry of Foreign Affairs Protocol officers, in case of VIP delegations and visits; arrange for meetings with high-ranking officials (including members of the Royal family) as required; and for receiving high-ranking delegations, including VIP welcome at airport, security and transportation, hotel booking, flight reservations. Plan for official receptions of other official events and take care of logistical arrangements, including the preparation of venue, distribution of agenda and invitations, etc. Keep updated lists of names, addresses and telephone numbers of ministers, government officials, members of the Royal family and the diplomatic corps and United Nations (UN) in Jordan. Follow up with relevant staff on the preparation of HoO speeches and screens them before finalization; prepares invitation cards for official receptions/functions including UN events.

  4. Undertake any other tasks assigned by the HoO.

Long Description

###

COMPETENCIES (Core / Managerial)

Accountability (C)

Communication (C)

Innovation (C)

Knowledge sharing and continuous improvement (C)

Planning and organizing (C)

Results focus (C)

Teamwork (C)

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

• Completion of a diploma in the field of business administration, secretarial support or any other relevant area.

Work experience
• Four years of relevant professional work experience in the field of administrative, management and/or programme assistance.

Skills and Competencies
• Good ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.);
• Good organizational, planning, monitoring and reporting skills;
• Ability to work as part of a team, to take initiative and to provide quality and timely support and services;
• Discretion and capacity to deal efficiently and tactfully with people of different backgrounds.
• Good translation skills from Arabic into English and vice versa.

Languages
• Fluency in spoken and written Arabic and English is required.

DESIRABLE QUALIFICATIONS

Work experience

• Previous experience working with UN agency or international non-governmental organisation is an asset.
• Experience in project support and management is an asset.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

How to apply

Link to apply: https://careers.unesco.org/


Job Alerts

Subscribe to get the latest  vacancies

[wpforms id=”3416″]


Job Notifications
Subscribe to receive notifications for the latest job vacancies.