Tiered Approach
In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:
- Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
- Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
- Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
- Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.
Background
1. Office/Unit/Project Description
UNDP Jordan's 2018-2022 country programme seeks to support national efforts in reaching a solution pathway that achieves the goal of a more inclusive and resilient nation which can effectively address the development challenges it is faced with, through its five programme pillars. Among these pillars is the Environment, Climate Change and DRR Portfolio that assist the country to integrate environmental concerns into national and sectoral plans and strategies; secure resources; and implement programmes that advance inclusive, sustainable development, and strengthen livelihoods.
The coastline of the Gulf of Aqaba in Jordan, spanning a mere 27 kilometers at its northeastern tip, holds a distinctive role as Jordan's limited maritime access. Its pristine waters boast a stunning coral reef teeming with diverse marine life. Recognizing the importance of preserving this unique biodiversity, the Aqaba Special Economic Zone Authority (ASEZA) reclassified the Aqaba Marine Park (AMP) to the Aqaba Marine Reserve (AMR) in 2020. This designation, integrated into the Jordan National Protected Areas (JNPA) network, underscores its significance for biodiversity conservation and community engagement. Jordan's nomination of the AMR for inclusion on UNESCO's tentative list in 2023 further acknowledges its potential as a natural heritage site of Outstanding Universal Value.
2. Scope of Work
Under the overall guidance and supervision of the Aqaba Projects Coordination Manager, the Operations Associate will provide support to the Aqaba Projects, is expected to perform the following responsibilities and duties:
- Ensures implementation ofoperational and financial strategies, and adapts processes and procedures of the Aqaba Projects focusing on the achievement of the following:
- Ensure full compliance of procurement, finance, HR and administration activities with UN/UNDP rules, regulations, policies and procedures, and implementation of effective internal control.
- Provide effective financial management and administrative assistance to support implementation of the Aqaba Programme.
- Support the recruitment of PSA holders and UNVs for the Aqaba Projects.
- Provides effective financial management support, focusing on the achievement of the following:
- Support budget planning for the Aqaba Projects, implement the control mechanism through monitoring the budget lines and budget funds balance, and preparation of modifications as required.
- Regularly reviewing Quantum financial expenditure reports and advising the relevant project leads.
- Assistance in proper control of supporting documents for payments and financial reports.
- Administers procurement and administrative focusing on achieving the following: 3. Institutional Arrangement In this context, the Operations Associate will work under the UNDP Aqaba Projects. S/he works under the guidance and supervision of the Aqaba Projects Coordination Manager and in close collaboration with the operation unit and the Programme Analysts in Jordan CO. 4. Competencies Core
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination Cross-Functional & Technical competencies Thematic Area
Name
Definition
Business Direction & Strategy
Business Acumen
Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Ability to make good judgments and quick decisions within such frameworks Knowledge and understanding of the operational frameworks in the organization.
Business Development
Collective Intelligence Design
Ability to bring together diverse groups of people, data, information, ideas, and technology to solve problems and design solutions or services. Knowledge and understanding of Collective Intelligence Design principles, methodology and practices.
Business Management
Communication
Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Business Management
Customer Satisfaction/Client Management- Ensure effective procurement of goods and services, recruitment, and contract management process related to the Aqaba Projects’, including but not limited to, liaising with team members and follow up on contracts for consultants, interns, and vendors in collaboration with supervisors and help ensure timely payment, support in preparing long lists of consultants for selection by supervisor and compile supporting documents.
- Prepare procurement plans for the office and monitoring of implementation.
- Prepare submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Implement internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
- Provides logistical administrative support services to focusing on achievement of the following:
- Process travel for missions, workshops and duty travel of staff, including purchase of tickets, DSA calculation, travel requisition preparation; visa and hotel arrangements, including LP, as needed.
- Ensure support with the onboarding of the new personnel , including but not limited to setting up the workstation, obtaining the email address and phone numbers, coordinating with relevant teams the set up on laptops, support in setting up introductory meetings, etc.
- Act as custodian for management of office stationery supplies and office IT equipment including maintenance of stock list of stationery & IT equipment, distribution of equipment as required by staff and keeping a log of distribution.
- Implement Inventory and physical verification controls in coordination with the Operations Team.
- Maintain files and records relevant to office maintenance.
- Provide support for maintenance of premises.
- Coordinate and liaise on IT support in Amman’s office.
- Coordinate meetings and workshops, including logistics of meetings, and assists in arrangement of appointments and meetings as required.
- Ensures facilitation of knowledge building and knowledge sharing within the Amman’s CO teams focusing on achievement of the following:
- Develop and maintain administration operations support-related guidelines, checklists, trackers, and other documentation using shared drives.
- Maintain project files and an effective documents management system.
- Support the implementation and knowledge sharing for projects implemented as part of People for 2030.
- Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
- Provide inputs to the development of customer service strategy.
- Look for ways to add value beyond clients’ immediate requests.
- Ability to anticipate client's upcoming needs and concerns.
