Administration Senior Assistant

Organizational Context

UN-Habitat Jordan focuses on promoting sustainable urban development and resilience, aligning with the New Urban Agenda and SDG 11. The office implements projects in areas like climate change adaptation, urban planning, and community-led public space development, often piloting innovative approaches and engaging with national and local stakeholders to address urban challenges.

Job Purpose

The Administration Senior Assistant plays a crucial role in ensuring the smooth and efficient operation of the UN-Habitat Jordan Country Office. This position is responsible for providing comprehensive administrative, travel, and human resources support across various projects. By managing daily schedules, coordinating meetings, processing travel transactions, and maintaining essential records, the role directly contributes to the effective implementation of UN-Habitat's mandate in Jordan, ensuring that operational activities are supported with accuracy and efficiency.

Responsibilities

Provide comprehensive administrative support, including managing the Head of Country Office's schedule, coordinating meetings with stakeholders, and preparing reports. Offer administrative assistance for events like conferences and workshops. Manage petty cash and compile information for audits. Support HR functions by coordinating recruitment, scheduling interviews, monitoring consultant contracts, and maintaining staff databases. Process travel authorizations and claims, arrange visas, and manage shipments and customs clearance. Oversee vehicle maintenance, fuel consumption, and accident reporting, as well as external transportation services. Maintain office inventory, manage stationery supplies, and conduct facility maintenance assessments. Contribute to knowledge sharing by supporting training initiatives in administrative and logistics management.

Work Experience

Required experience includes working in administration, logistics, operations, or related fields, along with proficiency in collaboration tools like MS Office and web-based management systems. Experience in multicultural environments, UN system organizations, or in development/humanitarian contexts is desirable.

Skills

Document Management, General Administration, Inventory Management, Travel Management, HR Support, Event Management, Data Management, Stakeholder Liaison.

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