Personal Assistant to Director

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 from UN member states, regional bodies, business foundations, and individual donors. The organization is dedicated to making a tangible difference in the lives of one of the most vulnerable communities in the world, and it encourages individuals who are passionate about humanitarian work to apply for positions within the agency.

Job Overview:
The Personal Assistant to the Director of Legal Affairs plays a crucial role in maintaining the efficient organization of the Director’s office. This position involves managing the Director's schedule, attendance records, and files, as well as screening and prioritizing visitors and telephone calls. The assistant is responsible for arranging travel plans, including missions, hotel reservations, and visas, while providing administrative support during the Director's travels. The role requires controlling and prioritizing a significant volume of documentation, ensuring accuracy and completeness before submission to the Director. The assistant will also manage correspondence, conduct research, and maintain a follow-up system for pending matters, ensuring timely completion of tasks assigned by the Director. Additionally, the assistant may attend meetings, prepare minutes, and draft administrative correspondence. This position requires strong organizational skills, attention to detail, and the ability to work under pressure while maintaining effective communication with various stakeholders.

Duties and Responsibilities:
The Personal Assistant to the Director will be responsible for a wide range of duties, including but not limited to:

• Maintaining an organized office environment for the Director, including managing schedules, attendance records, and files.
• Screening and prioritizing visitors and telephone calls, setting up meetings and interviews as necessary.
• Arranging travel logistics for the Director, including missions, travel arrangements, briefing folders, visas, and hotel reservations.
• Providing administrative support during the Director's travels and keeping them updated on urgent matters.
• Controlling and prioritizing documentation inflow and outflow, ensuring accuracy and completeness before submission.
• Logging and routing correspondence, researching background information, and maintaining a follow-up system for pending matters.
• Actively following up on instructions and decisions made by the Director to ensure tasks are completed within deadlines.
• Distributing special assignments to secretaries and proof-reading correspondence for the Director's signature.
• Preparing schedules for visitors and facilitating their missions in coordination with the Director and relevant departments. 1
• Attending meetings, preparing minutes, and monitoring follow-up actions as required. 1
• Drafting administrative correspondence and preparing operational and compliance reports. 1
• Coordinating with the Budget Division on budget-related issues and preparing contracts and assistance requests.

Required Qualifications:
Candidates must possess a university degree from an accredited institution in business administration, public relations, or a related discipline. Additionally, office business training is required. Candidates should have at least three years of relevant experience, preferably in administration, human resources, or office management. Proficiency in office computer applications, including word processing, spreadsheets, databases, and presentation software, is essential. Candidates must demonstrate excellent command of spoken and written English and Arabic, with knowledge of the Agency’s rules and regulations being desirable. Familiarity with other UN languages is also a plus, and prior experience with other United Nations organizations is highly regarded.

Educational Background:
The educational background required for this position includes a university degree from an accredited educational institution in business administration, public relations, or a related field. Additionally, candidates should have completed office business training to enhance their administrative skills and competencies.

Experience:
The position requires a minimum of three years of relevant experience in administration, human resources, or office management. Candidates should have a proven track record of managing office operations effectively and efficiently, demonstrating strong organizational skills and the ability to handle multiple tasks simultaneously. Experience in a UN or similar international organization is preferred, as it provides valuable insight into the operational and regulatory frameworks within which UNRWA operates.

Languages:
For this position, proficiency in English and Arabic is mandatory, with both languages requiring a minimum level of proficiency as per the UN Language Framework. Candidates must demonstrate the ability to read, write, listen, and speak at UN Level III in both languages. Knowledge of French or other UN languages is considered an asset, but not mandatory.

Additional Notes:
This position is a Fixed Term Appointment for one year, with the possibility of extension based on performance and funding availability. The monthly basic salary for this position is JD 843.50, with additional benefits including a monthly Provident Fund contribution, compulsory medical insurance, 30 days of annual leave, and a dependency allowance if applicable. The role may require the incumbent to travel within the Agency’s operational areas and work outside normal duty hours on an on-call basis. Preference will be given to registered Palestine refugees and candidates who can assist the Agency in achieving gender parity. Only internal candidates residing in Amman and authorized to work in the duty station are eligible to apply. The Agency will not facilitate work permit issuance, and applications must be submitted through UNRWA's online recruitment system, Inspira. All candidates must ensure their applications are complete and accurate, as any misleading information may lead to disqualification.