Administrative Assistant

Job Posting Organization:
The United Nations Relief and Works Agency for Palestine Refugees in the Near East (UNRWA) was established by the United Nations General Assembly in 194

• Its primary mission is to provide assistance and protection to approximately 5.8 million registered Palestine refugees across Jordan, Lebanon, Syria, the West Bank, and the Gaza Strip. UNRWA aims to help these refugees achieve their full potential in human development while awaiting a just resolution to their situation. The agency operates the largest UN operation in the Middle East, employing over 30,000 staff members. UNRWA is primarily funded through voluntary contributions, and it offers a range of services including education, healthcare, relief and social services, camp infrastructure improvement, microfinance, and emergency assistance. The organization is committed to making a tangible difference in the lives of one of the most vulnerable communities in the world, and it encourages individuals seeking a rewarding opportunity to apply.

Job Overview:
The Administrative Assistant position at UNRWA involves a variety of administrative and clerical tasks aimed at supporting the operations of the agency. The incumbent will be responsible for maintaining and organizing general files, both manual and digital, as well as inventory listings and personnel records. This role requires performing data entry into designated database systems, verifying and updating records, and preparing routine correspondence and reports. The Administrative Assistant will also manage logistical arrangements for meetings and workshops, assist with budget requirements, and follow up on the receipt and issuance of supplies and equipment. Additionally, the role includes direct interaction with beneficiaries to address inquiries and issues related to programmatic services. In health centers, the assistant will ensure orderly patient admissions, verify eligibility for medical services, and manage patient records within the e-health system. The position requires a proactive approach to problem-solving and the ability to work under pressure while maintaining a high level of professionalism.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Maintaining and organizing general files and filing/archiving systems, both manual and digital.
• Performing data entry on designated database systems and verifying records in prescribed formats.
• Preparing and typing routine correspondence, certificates, and generating reports as required.
• Following up on the receipt and issuance of supplies and equipment with relevant divisions and offices.
• Raising Purchase Requests (PRs) and Warehouse Stock Transfer Orders (WSTO) for the ERP system.
• Preparing logistical arrangements for meetings, workshops, and orientation sessions.
• Assisting the assigned office with budget requirements, receivables, and payable bills.
• Contacting beneficiaries to address issues and provide support on online services.
• Ensuring orderly patient admissions in health centers and verifying patient eligibility for medical services. 1
• Registering new patient files on the e-health system and updating profiles with each visit. 1
• Processing out-patient referrals and following up on medical hardship cases. 1
• Performing other duties as assigned by the supervisor.

Required Qualifications:
The position requires the following qualifications:

• Completion of full secondary education.
• Five years of experience in administrative or clerical/secretarial work is required.
• Advanced training in business and office practice is desirable.
• Excellent computer skills, including proficiency in Microsoft Office applications and database management.
• Strong organizational skills and attention to detail.
• Ability to work effectively under pressure and manage multiple tasks simultaneously.
• Strong communication skills and the ability to work collaboratively with others.

Educational Background:
Candidates must have completed full secondary education. While specific job-related qualifications are not listed, advanced training in business and office practice is considered desirable and may enhance a candidate's application.

Experience:
Candidates are required to have a minimum of five years of experience in administrative or clerical/secretarial work. This experience should demonstrate the ability to perform the duties outlined in the job description effectively and efficiently. Experience in a similar role within a UN agency or international organization may be advantageous.

Languages:
For this position, English is required at UN Level II proficiency in reading, writing, listening, and speaking. Arabic is considered desirable, also at UN Level I proficiency. Knowledge of French is beneficial but not mandatory. Proficiency in these languages is essential for effective communication within the UN system and with beneficiaries.

Additional Notes:
The contract for this position is a Fixed Term Appointment for one year, which includes a one-year probation period. There is a possibility of extension based on the availability of funds and satisfactory performance. The position is classified at Grade 06, with a monthly basic salary of USD 853.00, payable in Jordanian Dinars at the UN monthly exchange rate. Additional benefits include a monthly Provident Fund contribution, compulsory medical insurance, 30 days of annual leave, and a dependency allowance if applicable. Employees are entitled to sick leave, maternity leave, and paternity leave as specified. The position is open only to internal candidates residing in the West Bank or Jerusalem, and candidates must have authorization to work in the duty station at the time of application. UNRWA is committed to gender parity and encourages applications from qualified candidates with disabilities.