Post Title: Project Administrative Assistant VN.

N
o
.: VA/SC/2783
Duty Station: UNESCO Office in Amman (Jordan)
Contract Type: (SC6/3)
Section: Communication & Information Sector

Duration of Contract:
5 months including
Date of Issue: June 17, 2014

Applications to be sent to: amman@unesco.org
Expected Start
Date:
July 1, 2014

Closing Date for Applications: June 26, 2014
Purpose:
The post is established to provide assistance in coordination, logistics, implementation, and Admin related tasks at UNESCO
Amman Office under the project: Al-Saa Al-Suriyya- Enhancing access to information and freedom of expression for Syrian
refugees in Jordan through radio programs.
Major duties
and
responsibilities:
The main tasks (TORS) of this post are as follows:
Under the overall authority of the Head of the UNESCO Amman Office and the direct supervision of the Programme
Specialist, the Project Administrative Assistant will be mainly accountable for performing in a timely and efficient manner the
following administrative tasks and responsibilities:
Assist in managing and filtering the information flow to his/her supervisor by analyzing sector programme related
documentation submitted to his/her supervisor from all sources (internal or external) and by highlighting priority
matters requiring to be addressed by his/her supervisor and by taking proactive initiative in identifying and proposing
options for action/decision-making or the clearance of the supervisor; contribute to ensuring that appropriate action is
taken by staff responsible within the sector on matters decided at sector meetings or through other channels;
Maintains files and reference systems, and other manual and computerized information and reference systems (e.g. travel
forms, narrative and financial reports, mission schedules, payments, logistics) according to UNESCO regulations and
procedures; prepares draft contracts for supervisor revision, and follows up as necessary; and coordinates the provision of
central services (e.g. translation, printing, etc.).
Collects information and data related to the program/project from various sources (e.g. Internet, office files, central
documentation services, etc. and presents it in required format
Assists in establishing internal procedures, manual and e-filing and tracking systems for correspondence and documents,
verifies that the work is done in accordance with corporate standards, priorities and practices and within established
deadlines;
Perform other duties needed by his/her supervisor, or as assigned by the Head of Office.

Knowledge:
Knowledge of standard rules, procedures, protocols and operations to carry out a variety of secretarial and administrative tasks
for the program specialists, including the formatting and/or processing of various documents using various software, the
review/editing of correspondence and documents, the drafting of routine technical correspondence and informal Arabic
and/or English translation, the establishment, maintenance/updating of manual and computerized filing and reference
systems, the preparation of simple contracts and the associated follow-up and payment requests, the acquisition and
maintenance of office equipment, material and supplies, and travel and meeting arrangements.

Experience, including the application of official regulations and rules:
At least 3 years of experience in providing a range of secretarial and administrative support services, and in the operation of
computers and various software for the preparation of documents, the collection of information and data.

Requirements Good knowledge in Admin procedures.
Excellent computer skills.
Excellent writing and oral communications skills in English and Arabic
Experience within UN system an asset
Competencies: Good organizational and coordination skills. Excellent drafting skills is mandatory.
Strong ethical and interpersonal skills.
Ability to work as part of a team, to take initiative and to provide quality and timely support services.
Flexibility to adjust work schedules and priorities.
Remarks:
Applications will be considered only if accompanied by an updated CV
Applications which do not meet the specified minimum requirements or received after closing date will not be considered.
QUALIFIED FEMALE CANDIDATES ARE ESPECIALLY ENCOURAGED TO APPLY
UNESCO IS A NON-SMOKING ENVIRONMENT