Junior Office and Field Admin Assistant

UNIDO
Sana'a , Aden
Deadline:

Job Description

TERMS OF REFERENCE FOR PERSONNEL UNDER INDIVIDUAL SERVICE AGREEMENT (ISA)

Title:

Junior Office and Field Admin Assistant

Main Duty Station and Location:

Aden or Sana’a, Yemen (2 positions, one location each)

Mission/s to:

As required, to be authorized separately

Start of Contract (EOD):

01.06.2020

End of Contract (COB):

31.03.2021

Number of Working Days:

Regular, 10 months

ORGANIZATIONAL CONTEXT

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability.  The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development in the next fifteen years. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperityAdvancing economic competitivenessSafeguarding the environment; and Strengthening knowledge and institutions.

Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Departments/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

PROJECT CONTEXT

Yemen has experienced the increased pressure on local labor markets, particularly in informal activities where displaced persons, namely IDPs, returnees, and refugees, primarily find work. According to the World Bank, more than 40% of Yemeni households are estimated to have lost their primary source of income. Among them, particularly, the displaced persons have to struggle to access employment and secure livelihoods, as most of them are not covered by reliable social protection networks. These conditions highlight the importance of special attention to them as well as to their host communities to mitigate social tensions and maintain stability. The impact of COVID-19 has only worsened those situations, extremely for the displaced persons in the country. Barriers to reliable livelihoods, limited access to health care and social safety nets and susceptibility to socioeconomic pressures make them the most at risk.

The proposed project aims to support the displaced persons and their host communities, in particular, who are extremely affected by COVID-19, through providing quick-impact technical and soft skills training, according to their and labor market needs so that they could start or join in income generating activities.

The technical education and vocation training (TVET) is one of the important pillars in the field of preparing, qualifying and developing the workforce to increase its productivity, which is the driving force for the technological and economic growth of the nation. However, in Yemen, according to the Damage Needs Assessment conducted by ILO and Ministry of TVET (MOTVET) up to December 2015, 49 vocational training centers, accounted for 40% of total, either fully or partially destroyed. The proposed project will seek to build and restore the capacity of a TVET institutions.

Within this framework, the Junior Office and Field Admin Assistant will carry out the following duties:

Main Duties

Concrete/Measurable Outputs to be achieved

Expected Duration

Location

For SAP 200204

Continuous as per

contract duration

Aden or Sana’a, Yemen

Follow-up on administrative issues related to project activities (civil works, equipment delivery and installation, payments, procurement, shipping and clearance).

Project implementation activities carried out.

Manage the day-to-day financial and administrative operational and office support systems, including bookkeeping of the petty cash funds for the project.

Financial and administrative operations managed.

Manage and follow-up on administrative matters of the office including DSA and salary payments, travel, shipping, procurement, office inventory, etc.

Administrative tasks carried out.

Make all logistical arrangements for meetings, workshops and training.

Logistical arrangements provided.

Provide all secretarial duties, which include filing, taking minutes and typing documents and all correspondence as may be required.

Secretarial duties carried out.

Provide English/Arabic translation and interpretation services for professional staff and visiting missions.

Translations/interpretations conducted.

Ensures that all necessary clearances are obtained for project staff travel within the country.

Required clearances obtained.

Assist in preparation of quarterly work plans, project progress/final reports, assessment reports and past quarter outputs.

Work plans updated, reports drafted

Perform other duties as required and deemed necessary.

Other duties undertaken.

Comply with all UNIDO administrative rules and procedures.

Full compliance.

Ensure that all project meetings, training, travels, field visits and other project activities are in accordance with the government's and/or UN's mandate with regard to protocol established on COVID-19 or similar pandemic situations.

Project activities in accordance with protocols established for COVID-19.

 

 

MINIMUM ORGANIZATIONAL REQUIREMENTS  

 Education: Secondary level education completed. Advanced university degree, with diploma in Management/Business Studies/Accounting or any related areas will be an asset.

Technical and Functional Experience: 

  • 3 years prior relevant experience in administrative and financial assistance.  
  • Ability to work with minimal supervision and strong problem-solving skills.
  • Ability to work as a member of a team with good inter-personal communication skills, regardless of gender and nationality
  • Strong knowledge of Microsoft Office.
  • Strong planning and organization skills.
  • Strong communication skills (oral & written).
  • Working experience with other UN agencies (e.g., FAO, ILO, UNDP) is an asset.

Languages: Fluency in written and spoken English and Arabic is required. 

REQUIRED COMPETENCIES  

Core values: 1. Integrity; 2. Professionalism; 3. Respect for diversity

Core competencies:

1. Results orientation and accountability;

2. Planning and organizing;

3. Communication and Trust;  

4. Team orientation;  

5. Client orientation;  

6. Organizational development and innovation

How to apply

If you meet the requirement and interested in the post, you may log in through the below link and create a candidate profile.

https://www.unido.org/vacancyApply?vacancyIntId=unido

After successfully creating the candidate profile, send the system created Personal History Form (PHF) in PDF format to the following address Yemen.JSB2021@unido.org along with your Curriculum Vitae (CV) and Cover Letter. Kindly, please indicate the title of the position you are applying in the subject line of the email.

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