Administrative, Operations and Logistics Officer

Anchored in the 2030 Agenda for Sustainable Development and in line with the priorities outlined in the UNDP Strategic Plan, the Regional Bureau for Arab States (RBAS) supports the Arab States region to achieve sustainable development by eradicating poverty in all its forms and dimensions, accelerating structural transformations for sustainable development, and building resilience to crises and shocks.

In addition to its presence in New York, RBAS has its main office in the Regional Hub based in Amman, Jordan with some staff based in Beirut (Lebanon) and Dubai (UAE).
The Amman Regional Hub hosts regional initiatives under the Regional Programme for Arab States 2022-2025 which touches upon the following areas of work: governance and anti-corruption, regional cooperation for the reduction of poverty and inequality, knowledge economy, conflict prevention and peacebuilding, climate security, youth engagement and empowerment, gender equality, resilience building, among others.

The UNDP Yemen Country Office has a Liaison Office based in Amman Jordan. ALO supports the country office’s partnerships, programme and operations. Under the overall guidance and direct supervision of the Strategic Advisor the candidate is to support with administrative, operations and logistics to ensure smooth delivery of ALO’s responsibilities. The administrative, operations and logistical Support Officer is providing an essential role in performing a variety of tasks on the ground to back up the operational support for the CO in Yemen and to assist staff while on rotation or transiting to Amman in facilitating their lodging hotel reservation, arranging for their transportation.

Additional Information:
National UN Expert Volunteers in Jordan are entitled to:
- Monthly Volunteer Living Allowance (VLA) at the amount of JOD 1,603,11;
- 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

Within the delegated authority and under the supervision of the Strategic Advisor or his/her designated mandated representative(s), the UN Volunteer will:

-Provide Administrative Support:
• Arrange for the office Senior management meetings, conferences and retreats
• Arrange for hotel reservation and airport pick up for the Sr. office Management
• Work closely with the Sr. office management to manage the meetings’ agenda and update it as necessary
• Notify the office security personnel of the venues and date of the planned meetings
• Custodian of office stationery supplies
• Custodian of office assets
• Close cooperation with the Regional Hub office on reviewing the office space invoices, verify them and confirm them for payment.
• Prepare for request for visas through different embassies, follow up on obtaining the required visas, ensure timely submission and collection of passports maintaining a reliable daily follow up system.
• In charge of daily attendance of staff working when in Amman and providing the required attendance report when needed
• Work as a focal point person with the RH office and security office to facilitate the entry of invitees for the various meetings inside the RH office premises.
• Act as a security warden, and as a focal point with the security office (UNDSS) and report on staff lodgings and contact details in Jordan.
• Arrange for renewal of the residency of staff in cooperation with the RH office
• Arrange for renewal of the access cards for the office staff.
• Act as a focal point person with the mobile Co. Zain in Jordan in activating SIM cards for new staff, de activating lines of the departing staff, receive invoices, verify and classify them for payment, ensure the process of payments for settling and clearing the due amounts.
• Provide support as may be required.

- Support Events Management:
• Provide the required professional logistical support for the events management and organization of conferences, workshops, retreats and meetings.
• Select suitable venues, through competitive approaches, in cooperation with the procurement unit.
• Ensure availability of all the equipment required for the event, i.e. video conference system, sound system, mics, interpretation, banners, catering, etc.
• Arrangement for hotel reservation, transportation, airport pick up/drop as required.
• Receive the related invoices, screen the accuracy of the invoices in line with the offer and confirm to the finance office to release the related payments/Purchase Orders.

- Provide financial support:
• Perform financial activities related to payments, office petty cash and arrange for submitting the cash register of expenses with the supporting documents.
• Compile all the necessary documentation together with the relevant invoices and submit to finance to process the payments.
• Follow up with the finance office on the related payments/vouchers.
Support procurement:
• Close cooperation with the procurement unit in terms of procuring office items and needed. services and goods and report to the procurement unit and follow up to the delivery and installation phase.
• Obtaining offers from the suppliers in the local market when required.
• Compile the offers and send them to the procurement office.
• Follow-up with the RH office on the LTAS and the renewal of these LTAs.

- Manage dispatch arrangements:
• Prepare documents for UNDP dispatch (received/sent).
• Manage to receive and return the UNLPs from HQ/to CO.
• Coordinate with UNDP country office on receiving pouch materials related to Yemen office.
• Ensure receiving/delivery/storage of the items/documents.
• Report to the parties concerned on receiving assets to reflect them in the asset records.
• Keep records of assets for the office equipment.
• Provide the semiannual and annual report on the asset items.