Administration Senior Assistant

Job Highlight

Drive smooth office operations by supporting administration, logistics, and client-focused services.

About the Region

The United Nations Human Settlements Programme (UN-Habitat) is dedicated to promoting socially and environmentally sustainable human settlements development and achieving adequate shelter for all. UN-Habitat's work is aligned with the New Urban Agenda and Sustainable Development Goal 11, aiming to create inclusive, safe, resilient, and sustainable cities.

About the Country/Multi-Country Office

In Jordan, UN-Habitat has been working with national and local stakeholders and communities to support sustainable urban development and resilience-building, focusing on its core thematic areas; Climate Change and City Resilience, Urban Data and Planning, SDG Localization, and Community- Led Public Space Development. Through several of these initiatives, Jordan has been selected as a pilot country for innovative approaches and has national and local officials have participated in global and regional knowledge exchange.

Addressing Climate Change and Building City Resilience

UN-Habitat Jordan has been responding to water and food insecurities and enhancing the adaptive capacities of vulnerable populations, including refugees and host communities through cross-sectoral approach, integrating interventions within the Water, Energy, Food, and Ecosystem (WEFE) Nexus. Through national and regional projects, UN-Habitat has been integrating and promoting climate adaptation measures within this Nexus with humanitarian-development efforts, promoting sustainable resource management practices and implementing pilots in various cities, including, but not limited to, Amman, Irbid, Mafraq, and Madaba, in accordance with community needs and evidence-based studies. Additionally, UN-Habitat has been linking operational work with normative guidelines and knowledge resources, including climate change adaptation action plans, risk assessments, multi-layered vulnerability profiles, and more, to support cities in adapting to and mitigating the impacts of climate change-related challenges.

Multi-Stakeholder Urban Data and Planning Frameworks

UN-Habitat Jordan has been supporting national and local urban planning frameworks, enhancing spatial analysis, urban policies, and planning regulations, facilitating sustainable local development initiatives. These urban planning initiatives have enhanced institutional capacities and fostered participatory decision-making processes, ensuring cities are planned with resilience and sustainability at their core.

Community-Led Public Space Development

Under the Jordan country programme, normative and operational tools are combined to leverage public spaces in order to enhance socioeconomic conditions, climate resilience, social cohesion and the overall well-being of vulnerable communities. Targeting dense urban areas, heritage cities, affordable housing projects, poverty pockets, and refugee camps, these community-driven initiatives emphasize empowering vulnerable groups and evolving along with the needs of communities. Public space rehabilitation projects in Al-Salt city, Madaba, Amman, Irbid, Ghor Al-Safi, and more, are serving as vital entry points to enhance social cohesion, economic opportunities, and climate resilience for vulnerable communities, including refugees and women.

Localizing the Sustainable Development Goals

UN-Habitat has been supporting localized data collection, monitoring, and analysis to ensure local actions contribute to the achievement of the 2030 Agenda. By bridging local and national gaps, UN-Habitat and partners are striving to ensure that the 2030 Agenda for Sustainable Development is tailored to the needs and context of Jordanian cities, in alignment with the subprogrammes of UN-Habitat. This includes through the development of key normative documents, such as assessment, Voluntary Local Reviews, New Urban Agenda progress reports, guidelines, and other knowledge products. It additionally includes support to capacity building, advocacy, and technical support for SDG localization.

Job Specific Context

The Administration Senior Assistant at UN-Habitat Jordan Country Office is responsible for providing administrative, travel, and HR support, as well as handling tasks related to administration, event management for various projects.

The Administration Senior Assistant will work closely with UN-Habitat Jordan team and will report to the Head of UN-Habitat Jordan office.

Role Purpose

The Administration Senior Assistant supports office operations by carrying out a range of standard administrative processes, ensuring accuracy, efficiency and high-quality outcomes.

Functions / Key Results Expected

1. Administrative Support

• Coordinate and manage the daily schedule and appointments of the Head of Country Office.
• Liaise with government counterparts and stakeholders, coordinate and schedule meetings, and sustain strong professional relationships with them.
• Provide administrative support for conferences, workshops and retreats.
• Research and retrieve statistical data from internal and external sources. Prepare statistical charts, tables and reports by extracting and analyzing data from multiple sources.
• Compile and organize information for periodic audits.
• Follow up on deadlines, commitments and actions, coordinating the collation and submission of reports as required.
• Manage petty cash transactions in accordance with established procedures.
• Provide administrative and HR support, such as but not limited to recruitment coordination, interview scheduling and reporting, contract monitoring for consultants, maintenance of staffing databases, preparation of HR reports, and updating staff attendance records.

1. Travel and Logistics

• Process travel transactions (authorizations and claims) in the ERP system, including requests for visas, identity cards, and other documentation for personnel, UN officials and visitors, ensuring compliance with UN rules and regulations.
• Provide information on air services, rates, and schedules for specific itineraries.
• Process travel claims, purchase orders, payments, and contracts for travel-related activities.
• Organize shipments and customs clearance arrangements, ensuring the preparation of all required documentation for UNOPS shipments (incoming and outgoing) and timely follow-up actions.
• Prepare documentation for security clearances.
• Arrange hotel reservations and organize airport pickups, hospitality, protocol, customs, and immigration support for visiting UN/ UNDP officials.
• Ensure punctual delivery of official protocol certificates and coordinate with UN departments on documentation related to visas, work permits, security requirements, and health clearances for international staff.
• Coordinate with UN departments on import/export or transfer of goods for official purposes.
• Provide accurate, up-to-date information to staff on required supporting documents for themselves and their dependents, including import/export or transfer requirements. Track the status of submitted documentation for staff and dependents through individual monitoring sheets, ensuring adherence to schedules.
• Provide timely updates to individuals or units on administrative steps, project file status, and pending issues.
• Supervise transportation services, ensuring quality client service, regular vehicle maintenance, insurance coverage, and monitoring of fuel consumption.
• Promptly report and investigate vehicle accidents, damage, loss or theft, and update vehicle history reports.
• Oversee external transportation service contractors, including performance monitoring and invoice processing.

1. Inventory and Facilities Management Support

• Conduct physical inventory checks and prepare periodic inventory and asset reports.
• Serve as custodian for office stationery suppliers, maintaining accurate stock lists, distributing supplies as needed, and keeping detailed distribution logs.
• Conduct and report on surveys assessing office maintenance needs and client satisfaction.
• Gather information for administrative surveys to support the organization and improvement of common services.

1. Knowledge Building and Sharing

• Provide planning support for logistics, travel, inventory and facilities management-related training sessions and learning initiatives.
• Participate in the delivery and facilitation of knowledge-sharing activities to build administrative, logistics, travel, inventory and facilities management capacity within the organization.

Skills

Document Management, General Administration, Inventory Management, Travel Management

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education Requirements

Required

• Secondary school (or equivalent) with 5 years of relevant experience OR
• Bachelor’s degree (or equivalent) in business administration, languages, or any related fields with 1 year of relevant experience is required.

Desired

• A globally or nationally recognized professional certificate in Administration is desired.

Experience Requirements

Required

• Relevant experience is work in administration, logistics, operations or related areas.
• Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.

Desired

• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.

Language Requirements

LanguageProficiency LevelRequirementEnglishFluentRequiredArabicFluentRequired

Additional Information

• UNOPS does not accept unsolicited resumes.
• UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered.
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the selection process, which may include various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of a wide range of nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. We strive to sustain and strengthen this diversity, fostering an inclusive working environment where all personnel are treated with respect and have equal access to opportunities.
• UNOPS evaluates all applications based on the skills, qualifications and experience outlined in the vacancy announcement. We are committed to a fair and transparent selection process and welcome diverse perspectives, including those of women, indigenous and racialized communities, individuals of diverse gender identities and sexual orientations, and persons with disabilities.
• We are committed to enabling all candidates to perform at their best during the assessment process. If you are shortlisted and require support or reasonable accommodation to complete any assessment, please inform our human resources team upon receiving your invitation.
• UNOPS has zero tolerance for sexual exploitation and abuse (SEA), sexual harassment, and other forms of abusive conduct, including discrimination, abuse of authority, and harassment. To uphold these standards, background checks are conducted for all final candidates to help ensure that individuals with a history of such conduct are not hired. By applying for a position with UNOPS, candidates acknowledge and consent to these verification processes.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few mandatory courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• For more details about the contract types, please click here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.