Administrative Officer

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. UNRWA operates in Jordan, Lebanon, Syria, the West Bank, and the Gaza Strip, focusing on helping these refugees achieve their full potential in human development while awaiting a just resolution to their situation. The agency is the largest UN operation in the Middle East, employing over 30,000 staff members and is primarily funded through voluntary contributions from UN member states, regional bodies, and private entities. UNRWA aims to make a tangible difference in the lives of one of the most vulnerable communities in the world, and it is committed to providing essential services such as education, healthcare, relief and social services, camp infrastructure improvement, microfinance, and emergency assistance.

Job Overview:
The Administrative Officer position at UNRWA is crucial for managing various administrative functions that support the agency's operations in Lebanon. The incumbent will report directly to the Director of UNRWA Affairs in Lebanon and will be responsible for overseeing budget planning and financial control processes. This includes preparing operating and project budget estimates, establishing internal financial controls, monitoring budget expenditures, and drafting responses to audit requests. The role also involves coordinating with the Human Resources Office on recruitment and staff administration, managing procurement operations, and ensuring compliance with organizational standards. The Administrative Officer will assist in onboarding and separation processes for staff members, translate documents as needed, and maintain comprehensive filing and archiving systems. The position requires strong analytical skills, the ability to compile and analyze statistical data, and effective communication with various stakeholders, including UN organizations and government officials. The Administrative Officer will also supervise Administrative Assistants and may be involved in the agency's 'Greening of the UN' initiatives, contributing to environmental sustainability efforts.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Officer include: managing budget planning and financial control processes; preparing operating and project budget estimates; establishing internal financial controls; monitoring budget expenditures; preparing Budget Allotment Adjustments (BAAs); drafting responses to audit requests; preparing periodic reports on budget updates; assisting in developing and implementing procedures for accurate reporting; coordinating with the Human Resources Office on recruitment and staff administration; administering contracts for Individual Service Providers and Limited Duration Contracts; preparing staffing table proposals; assisting staff members during onboarding and separation; translating documents from Arabic to English; overseeing procurement operations and billing; verifying service contracts; maintaining relationships with vendors and suppliers; preparing yearly procurement plans; handling logistical operations for tenders and purchasing orders; supporting protocol and meetings with donors and government officials; acting as custodian of consumable supplies; managing building and vehicle maintenance; compiling and analyzing statistical data; maintaining up-to-date records; establishing and maintaining comprehensive filing and archiving systems; assisting in the administration of fellowships and grants; supervising Administrative Assistants; coordinating office security" style="border-bottom: 1px dotted #007bff !important;">security requirements; and supporting the development and reporting of Agency-wide initiatives.

Required Qualifications:
The position requires a first university degree from an accredited educational institution in business administration, finance, human resources, or a related field. Candidates must possess at least four years of experience in administrative support, procurement, human resources, finance, or related functions, with a minimum of two years in a large international, governmental, or non-profit organization. Proficiency in computer-based financial systems is also required. Candidates must declare any close relatives within UNRWA and any affiliations that may impact their neutrality and objectivity in performing their duties.

Educational Background:
Candidates must hold a first university degree from an accredited institution in a relevant field such as business administration, finance, or human resources. This educational background is essential for understanding the complexities of administrative functions and financial management within the agency.

Experience:
The role requires a minimum of four years of relevant work experience in administrative support, procurement, human resources, finance, or related functions. Out of these four years, at least two years must be in a large international, governmental, or non-profit organization, where candidates have utilized computer-based financial systems. This level of experience is necessary to ensure that the candidate can effectively manage the responsibilities of the position and contribute to the agency's mission.

Languages:
For this position, proficiency in English and Arabic is required. Candidates must demonstrate a minimum level of proficiency in reading, writing, listening, and speaking in both languages, as per the UN Language Framework. Knowledge of French is considered an asset but is not mandatory.

Additional Notes:
The contract for this position is a Fixed Term Appointment for one year, including a one-year probation period, with the possibility of extension based on satisfactory performance and availability of funds. The position is graded at Grade 14, with a starting monthly salary of USD 1,952.83, which includes a basic salary and additional allowances. Other benefits include a monthly Provident Fund contribution, compulsory medical insurance, 30 days of annual leave, and dependency allowance if applicable. The incumbent may be required to travel within the agency's area of operations. This vacancy is open to internal candidates only, and applicants must reside in Lebanon and 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.