Operations Support Assistant with UNICEF Jordan

Mission and objectives

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life in its social, political, economic, civic and cultural dimensions her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens addressing inequity not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Context

The Operations Section at MENA Regional Office is seeking the deployment of UN Youth Volunteer to provide essential support in managing the Deputy Regional Director’s calendar, preparation for meetings, taking minutes, following up on action points, and sending reminders. Provide administrative support for external workshops/ meetings, managing travel and protocol related issues for the DRD. This role is crucial for ensuring the smooth operation of the section.

Additional information:

National UN Youth Volunteers in Jordan are entitled to: • Monthly Volunteer Living Allowance (VLA) at the amount of JOD 881.33;

• Annual and learning leaves;

• Free Medical and life insurance; and

• Free access to different learning platforms.

Task description

Under the direct supervision of Senior Operations Associate, the UN Volunteer will:

1. Meetings/Correspondence Management

• Maintain Section calendar and arrange meetings

• Take minutes of meetings attended by the Deputy Regional Director, ensuring accuracy, attention to detail and coherence.

• Distribute minutes to relevant stakeholders promptly.

• Update the action trackers regularly with the action points of the meetings

• Facilitate communication between the Deputy Regional Director and other team members to coordinate meetings

2. Calendar Management:

• Manage the Deputy Regional Director’s calendar, scheduling meetings and appointments.

• Ensure timely reminders and updates are provided to the Deputy Regional Director.

3. Updating Follow-Up on Action Points:

• Track action points from meetings and ensure they are followed up on by the responsible parties.

• Send reminders to team members about pending action items.

• Provide regular updates to the Deputy Regional Director on the status of action points.

• Update different action trackers and dashboards regularly

4. Travel management

• Provide travel assistance to the DRD, by liaising with concerned sections, to issue visa, book flights, hotels, security clearance, filing the required documents and entering the details in the internal system.

• Manage the DRD transportation as needed.

5. Events management

• Book meetings venues inside and outside the office

• Contact hotels, requesting offers and preparing the needed paper work

• Upload electronic document in the system and processing invoices

• Arrange transportation as required

• Provide logistical support to the events including ICT requirements, stationary and refreshments.

6. Perform other duties as assigned by the supervisor.

Applications deadline is 01 January 2025