Senior Administrative Assistant

Senior Administrative Assistant, Jordan

Organizational Context
  • The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability.
  • The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States.
Main Functions Under the supervision of UNIDO Country Representative (UCR), the Senior Administrative Assistant provides administrative and financial services support to the UNIDO Country Office and related technical cooperation projects, in line with financial/procurement rules and regulations using SAP system. Office support:
  •  Screen incoming mail and draft replies for supervisor's signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keep track of pending matters, follow up with other offices on deadlines;
  •  Screen phone calls and visitors. Respond to complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling;
  •  Draft routine and non-routine correspondence (both on TC-related and administrative matters); and putting them into adequate style, language and format; proofread documents and edit texts for accuracy, grammar, punctuation and style in accordance with standard practices and in compliance with the UNIDO Correspondence Manual;
  •  Assist in the preparation of papers and presentations by extracting/summarizing statistics; undertake computer based searches, compile background information to assist in project identification and formulation;
  •  Perform general administrative tasks like arrangements for meetings and other events, reservations, budget follow-up, research for information and reference material. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.
Assets/Inventory Management:
  •  Maintain an updated local inventory of assets, report procurement of new assets to Headquarters, manage equipment write-offs held by UNIDO Office;
  •  Ensure all stores and equipment held by the office are stored safely, correctly and securely depending on the item classification.
  •  Maintain the asset database to ensure all items are correctly recorded, correctly and adequately substantiated by relevant supporting documentation;
  •  Administer the tracking, maintenance and reporting of assets and non-expendable property and equipment and ensure that physical verification of assets and equipment is performed on a regular schedule;
  •  Ensure any discrepancies are fully investigated and resolved;
  •  Maintain files (both paper and electronic) and databases related to work.
Communication, coordination and liaison:
  •  Screen local media for relevant news to UNIDOs work, draft short reports/announcements about events and projects, maintain good relations with media partners and use different media tools, including social media to showcase UNIDOs work in Jordan;
  •  Liaise and build relationships with relevant stakeholders and other United Nations (UN) agencies for the purposes of facilitating activities and improving the quality and relevance of information analysis; cwjnraU BIpnb
  •  Represent the UCR in the following committees, and attend their meetings on behalf of the UCR, as required:
UN Communication Group Committee (UNCG)
  •  On behalf of the UCR,Participate in meetings with UN agencies, and other Stakeholders as required.
Procurement/Finance Activities:
  •  Plan and manage the procurement activities of the Office following the UNIDO Procurement manual and ensuring full compliance with relevant Financial Rules and Regulations, Administrative Instructions; Implement effective internal control, proper design and functioning of a client-oriented procurement management system for offices;
  •  Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation, risk assessment;
  •  Maintain the rosters of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanisms;
  •  Maintain and update all procurement files and records of corporate, service, maintenance and other contracts;
  •  Monitor the Field Operating Budget of the UNIDO office, raise Shopping Carts/Purchase Orders in SAP/SRM for all procurements (incl. payments of the Rent/security), assets;
  •  Raise Shopping carts for payments through Straight Expenses (SE) and Operational Cash Advance (OA);
  •  Follow up with HQ (RPF/OD) and FIN/APT the issuance of ASR; submit to HQ budget revisions as required and keep records of all supporting documentations;
  •  As delegated, sign on all financial transactions; invoices, checks and online banking.
Minimum Requirements Education
  • Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent is desirable.
  • Credit towards total working experience may be considered on a year-by-year- basis, up to maximum of four years, for a first university degree or equivalent diploma, in a relevant field.
Languages
  • Fluency in written and spoken English and Arabic is required. Fluency and/or working knowledge of another official UN language, is desirable.
Field of Expertise
  •  A minimum of eight (8) years of experience in the related fields of the post, is required.
  •  Experience using Microsoft Office (Outlook, Word, Excel), internet search engines, is required.
  •  Experience with office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
  •  Experience in project administration, accounting and finance, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the execution of project development and implementation of work, is desirable.
  •  Experience with SAP or similar ERP software is desirable.

Click HERE for more information and application details

Deadline: 11/11/2021

 

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