Administrative Assistant
Organizational Context
The Administrative Assistant position is based in Amman, Jordan, within the Office of the Special Envoy of the Secretary-General for Yemen. The role reports to the Senior Staff Assistant and supports the operational functions of the office.
Job Purpose
The Administrative Assistant provides essential support to the Office of the Special Envoy of the Secretary-General for Yemen, reporting to the Senior Staff Assistant. This role is crucial for the smooth functioning of the office by managing a wide range of administrative, human resources, travel, budget, finance, and contract administration tasks. The incumbent ensures timely processing, compliance with UN procedures, and efficient support for both internal operations and external interactions, contributing to the overall mission objectives.
Responsibilities
Manage general administrative duties including drafting correspondence, coordinating with service units, and maintaining office resources. Oversee human resources and travel management by coordinating recruitment, onboarding, and processing travel requests, claims, and entitlements in compliance with UN rules. Support budget and finance functions by assisting with resource requirements, budget performance reports, and petty cash administration. Administer contracts with external vendors, audit invoices, process payments, and manage necessary staff permissions and access.
Work Experience
Requires a minimum of six years of progressive experience in administrative fields such as finance, HR, or audit. Specific experience includes at least one year supporting senior officials in an international organization, four years in complex UN travel administration, and three years using systems like Umoja (SAP).
Skills
Professionalism, Planning and Organizing, Teamwork, Budget/Work Programme Management, Human Resources Management, Database Management, UN Systems Knowledge, Contract Administration, Travel Management, Financial Administration.