Administrative Assistant

United Nations Children's Fund

Amman, Jordan

Experience: 3 to 5 Years

Skill Required: HR and Admin

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

The Hashemite Kingdom of Jordan is leader in the region for the rights of its children. Working closely with the Government of Jordan, civil society, the private sector and communities, UNICEF Jordan Country Office aims to sustain results achieved for children to date, and strive to further improve policies, national institutions and programmes, for the well-being of every child in Jordan, in line with Jordan's Vision 2025 and the National Human Resources Development Strategy (2016-2025) towards achieving the Sustainable Development Goals. Our programmes focus on improving the lives of the most vulnerable and disadvantaged children in the Kingdom, irrespective of their nationality, gender, religion or background. Our main pillars include: Child Protection; Education; Water, Sanitation & Hygiene; Adolescent and Youth Engagement, Health and Nutrition; Social Protection; and Operations.

How can you make a difference?

Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
This temporary appointment will be reporting to the Sr Administrative Associate under the General Administration Services.
The Administrative Assistant will be performing the following key functions, accountabilities and related duties/tasks:

  • Custodian and Dispatcher of the office consumables (Personal protective equipment, Stationary & Other common facility consumables & wellfare items). Report their stock levels and coordinate their procurement plans with the supervisor.
  • Support the execution of the approved PSB disposal process. Arrange for the handover of the PP&E to their recipients in line with the approved disposal method. Follow up with the recipients to provide a proof of disposal to process the asset retirement & close the PSB case.
  • Undertake the annual physical count of the office assets and expandable property. Perform asset counter duties and report to the count coordinator the count progress and challenges.
  • Focal point for the transport section attendance (leave plans, certified and uncertified leave requests, monthly attendance sheets/reports, CTO)Vendors' Invoice settlement and recording. Expense Reports issuance. Low value procurement of simple goods and services
  • Assist the Admin Section with market survey for identifying vendors for procurement of consumables. Arrange for the vendor registration using the MDM form through the MDM focal points. 
  • Administrative support during the execution of civil and electromechanical repair and maintenance activities. Facilitate the contractors access to the premises. Provide onsite support and share observation on progress of work
  • Facilitate the COVID tests arrangements taken at the office. Assist the COVID focal point with the weekly arrangement for the onsite tests. Review and settle the service provider invoices on monthly basis.
  • Back up to the G5 Administrative Assistant Roles & Responsibilities
  • Perform other takes when required.

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.
  • A minimum of 3 years of relevant administrative or clerical work experience is required.
  • Fluency in Arabic and English is required. Knowledge of another official UN language (Chinese, French, Russian or Spanish) is an asset.