Operations Support Assistant

UNICEF was established in 1946 to supply emergency relief to millions of children suffering in the aftermath of World War II. The organization still functions to ease the suffering of millions of children in emergency situations across the world. UNICEF also focuses on the protection and promotion of child rights, working for the survival, protection, education and healthy development of every child.

UNICEF has worked in Jordan since 1952 to promote and protect the rights of children. In the following decades, significant progress has been achieved for children. Since the beginning of the Syrian crisis in 2013, UNICEF has significantly increased its operation to respond to the challenges faced by both refugee children and those in the communities where they live.

Building on the lessons learned from this emergency response, UNICEF Jordan moved to a vulnerability approach in 2018 - supporting interventions that target the most vulnerable children in the country, regardless of their nationality.

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.
For more information on UN Volunteer benefits, entitlements and support, please visit: https://www.unv.org/volunteer-your-country-conditions-service

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.