Administrative Associate

Specific Roles And Responsibilities Are Shown Below

• Protocol
  • Support in submitting and following up on the issuance of visas for official travel, entry visa to Jordan, obtain residencies through Ministry of interior and work permits through Ministry of Labor when needed.
  • Support in extension of staff entry visas through police stations or border department. Follow up with staff driving licenses, customs clearance, TRC and tax department.
  • Support in submitting and following up the free quota entitlements for diplomatic staff and shipments customs exemptions with MoFA, customs department and Asycuda.

Travel

• Supports in ensuring that timely travel and transportation support is provided as per established UN travel rules and regulations.
• As part of the Common Services, support in participating in regular market review of travel and transportation service providers to achieve cost-effective travel and logistics arrangements to meet office requirements
• Assist in briefing international and national staff on all travel related entitlements and advisories, including security and visa/immigration/vaccination
• Prepare correspondence and reports on travel and Protocol as required by supervisor.
• Prepare and finalize the travel authorization (TA) in Vision for staff travel (duty or entitlement) and ensuring that UNICEF financial, staff rules and travel policy are being observed.
• Determine, in coordination with the Administrative Specialist and HR, Staff Travel entitlements (e.g. field visits, official travel, home leave, family visit, medical evacuation, and education grant)
• Timely preparation for Travel Advance after verifying applicable entitlements, and follow-up with Finance Section for Payment. Generate reports and monitor the travel authorizations to ensure the compliance with travel rules and regulations.
• Responsible for handling the section records and files and provide support documents to travelers or staff when needed.
• Work closely with designated travel agencies to ensure suitable itineraries are established. Responsible for certifying all settlements to travel agencies for official travel.
  

Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.
  

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. or for this position, a bachelor’s degree in a relevant field to the role i.e. Administration or other relevant fields may replace three years of related work experience.
• A minimum of 6 years of relevant administrative or clerical work experience is required.
• Experience in administering Travel and/or Protocol related tasks is highly desirable.
• Fluency in English and Arabic is required.
  

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF Competencies Required For This Post Are…

• Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.
  

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children.

Remarks

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable Female candidates are encouraged to apply.

UNICEF appointments are subject to medical clearance.  Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.