Administrative Officer

Job Posting Organization:
The United Nations Relief and Works Agency for Palestine Refugees in the Near East (UNRWA) is the largest United Nations operation in the Middle East, established to provide assistance and protection to Palestine refugees. With over 30,000 staff members, UNRWA operates across five areas of operation, focusing on education, health care, social services, and emergency assistance. The agency is committed to helping Palestine refugees achieve their full potential in human development despite the challenging circumstances they face. UNRWA is funded almost entirely by voluntary contributions from UN member states, regional bodies, business foundations, and individual contributions. The mission of UNRWA is to provide essential services and support to one of the most vulnerable communities in the world, ensuring their rights and dignity are upheld. For more information, visit https://www.unrwa.org.

Job Overview:
The Administrative Officer plays a crucial role in supporting the Chief/Head in the Field Office by providing comprehensive administrative support at the Field Programme or Area level. This position encompasses a wide range of responsibilities, including budget and financial management, human resources support, procurement and contracting, asset management, general administrative tasks, and safety and security" style="border-bottom: 1px dotted #007bff !important;">security support. The Administrative Officer is expected to ensure that all administrative functions are executed efficiently and in compliance with UNRWA policies and procedures. The role requires a proactive approach to problem-solving and the ability to work collaboratively with various departments and stakeholders. The Administrative Officer will also be responsible for maintaining accurate records, preparing reports, and ensuring that the office operates smoothly and effectively. This position is vital for the overall functioning of the Field Office and contributes significantly to the agency's mission of supporting Palestine refugees.

Duties and Responsibilities:
The Administrative Officer will be responsible for a variety of tasks, including but not limited to:

• Budget and Financial Support: - Prepare departmental operating and project budget estimates for the biennium and yearly budget. - Establish internal financial controls to maintain accurate and timely budget and financial online systems. - Monitor and track the budget for the assigned unit, including preparing Budget Allotment Adjustments. - Draft responses to audit requests.
• Human Resources Support: - Prepare staffing table proposals and maintain staffing table records. - Coordinate with HRD for the recruitment of area staff and consultants, including initiating requests for vacancy announcements and facilitating interviews. - Draft and administer Special Service Agreements and Limited Duration Contracts. - Verify and finalize the preparation of Service Contracts and Consultancy Contracts.
• Procurement and Contracting Support: - Administer procurement and logistical operations, including tenders, quotations, and purchasing orders. - Handle the preparation of Lists of Requirements (LoRs) and maintain contacts with local vendors and suppliers.
• Assets Management Support: - Act as a custodian of consumable supplies and maintain detailed records of asset status. - Coordinate maintenance of assets, including building maintenance and repair.
• General Administrative and Filing Support: - Collect, compile, and prepare analysis of statistical data related to the programme/service. - Maintain up-to-date records and files on departmental activities and staff.
• Safety and Security Support: - Assist in implementing office security requirements in coordination with the Safety and Security Unit. - Act as the security focal point within the assigned unit.
• Other Specific Functional Support: - Assist in the administration of fellowships/grants and maintain records of department projects.

Required Qualifications:
Candidates must possess a university degree in business administration or a related field from an accredited educational institution. Additionally, candidates should have at least four years of experience in administrative support, procurement, human resources, finance, or other related functions. At least two years of experience in a large or international organization is also required. Candidates must demonstrate excellent computer skills, particularly in MS applications used in the Agency, and possess strong communication skills. The ability to take initiative and work logically and accurately is essential, along with being an effective team member. Knowledge of protocol norms is also beneficial.

Educational Background:
A university degree in business administration or a related field from an accredited educational institution is required for this position. This educational background provides the necessary foundation for understanding the complexities of administrative functions within a large organization such as UNRWA.

Experience:
Candidates are required to have a minimum of four years of experience in administrative support, procurement, human resources, finance, or other related functions. Additionally, at least two years of experience in a large or international organization is necessary. This level of experience ensures that candidates are well-equipped to handle the diverse responsibilities associated with the Administrative Officer role and can effectively contribute to the agency's mission.

Languages:
For this position, proficiency in English and Arabic is required. Candidates must demonstrate a minimum of UN Level II proficiency in reading, writing, listening, and speaking for both languages. Knowledge of French is considered an asset but is not mandatory. The ability to communicate effectively in these languages is crucial for collaboration and interaction with various stakeholders within the organization and the communities served by UNRWA.

Additional Notes:
This position is a Fixed Term Appointment for one year, subject to the availability of funds, satisfactory performance, and continuing need. The monthly basic salary for this position is JD 919.80, with additional benefits including a monthly Provident Fund contribution, compulsory medical insurance, 30 days of annual leave, and a dependency allowance if applicable. Other benefits include sick leave, maternity leave, and paternity leave. This vacancy notice is open to internal candidates only, and only candidates residing in Amman with authorization to work in the duty station at the time of application are eligible to apply. The agency will not facilitate the issuance of work permits in Jordan, and without a valid work permit, the appointment may be rescinded. The incumbent may be required to travel within the agency's area of operations and may need to work outside normal duty hours on an on-call basis. Preference will be given to registered Palestine refugees and candidates who assist the agency in achieving gender parity. All applications must be submitted through UNRWA's online e-recruitment system, and only fully completed applications will be considered.