Administrative Associate, G-6, TA (7 months), #136948, Amman, Jordan - MENA

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, the right to a Champion

How can you make a difference?

Under the supervision and guidance of the Administrative Specialist, you are responsible for executing a broad variety of procedural and specialized administrative tasks on Travel and Protocol for the section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

Specific roles & responsibilities as follows: 

     1. Protocol

• Support in submitting and following up on the issuance of visas for official travel, entry visa to Jordan, obtain residencies through Ministry of interior and work permits through Ministry of Labor when needed.
• Support in extension of staff entry visas through police stations or border department. Follow up with staff driving licenses, customs clearance, TRC and tax department.
• Support in submitting and following up the free quota entitlements for diplomatic staff and shipments customs exemptions with MoFA, customs department and Asycuda.

     2. Travel

• Supports in ensuring that timely travel and transportation support is provided as per established UN travel rules and regulations.
• As part of the Common Services, support in participating in regular market review of travel and transportation service providers to achieve cost-effective travel and logistics arrangements to meet office requirements
• Assist in briefing international and national staff on all travel related entitlements and advisories, including security and visa/immigration/vaccination
• Prepare correspondence and reports on travel and Protocol as required by supervisor.
• Prepare and finalize the travel authorization (TA) in Vision for staff travel (duty or entitlement) and ensuring that UNICEF financial, staff rules and travel policy are being observed. 
• Determine, in coordination with the Administrative Specialist and HR, Staff Travel entitlements (e.g. field visits, official travel, home leave, family visit, medical evacuation, and education grant)
• Timely preparation for Travel Advance after verifying applicable entitlements, and follow-up with Finance Section for Payment. Generate reports and monitor the travel authorizations to ensure the compliance with travel rules and regulations.
• Responsible for handling the section records and files and provide support documents to travelers or staff when needed.
• Work closely with designated travel agencies to ensure suitable itineraries are established.  Responsible for certifying all settlements to travel agencies for official travel.

     3. Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

If you would like to know more about this position, please review the complete Job Description here:  Administrative Associate G6 Travel and Protocol.doc

To qualify as an advocate for every child you will have… 

Minimum requirements:

• Education: Completion of Secondary Education is required, preferable supplemented by technical or university courses related to the field of work (Business Administration, Arts/Humanities, Public Administration, International Relations, or any other related field).
  A Bachelor or equivalent (First Level University Degree) from a recognized academic institution in a field relevant to the position may replace 3 years of related work experience. A Master or equivalent (Advanced University Degree) may replace an additional 2 years.
• Work Experience: A minimum of 6 years of relevant administrative or clerical work experience is required (experience in Administration, Travel and Tourism, Travel management, Protocol, Visa and immigration, Administrative operations, Logistics coordination, Vendor management, Invoice processing, Records management, Government liaison, Compliance, and any other related fields).
• Skills: Administrative Policies and Procedures, Information Systems, Excel, SharePoint, Planning, Prioritizing.
• Language Requirements: Fluency in English and Arabic is required.

Desirables:

• Language: Knowledge of another official UN language (Chinese, French, Russian or Spanish) or a local language.
• Experience in administering Travel and/or Protocol related tasks is highly desirable.
• Experience with Asycuda, experience with Vision ERP, experience with visa and residency processes, experience in customs clearance, experience coordinating travel agencies, experience with government ministries. 
• Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts. 

For every Child, you demonstrate...

UNICEF's Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships
(2) Demonstrates self-awareness and ethical awareness
(3) Drive to achieve results for impact
(4) Innovates and embraces change
(5) Manages ambiguity and complexity
(6) Thinks and acts strategically
(7) Works collaboratively with others

Familiarize yourself with our competency framework and its different levels.

UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.

UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF is committed to fostering an inclusive, representative, and welcoming workforce. For this position, eligible and suitable candidates with disability are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants' bank account information.

Humanitarian action is a cross-cutting priority within UNICEF's Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.

Visa residence requirements: i.e. UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.