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 and is primarily funded through voluntary contributions from UN member states, regional bodies, business foundations, and individual donations. UNRWA is dedicated to making a tangible difference in the lives of one of the most vulnerable communities in the world, and it welcomes applications from individuals who are passionate about contributing to this mission.

Job Overview:
The Administrative Assistant position at UNRWA involves a variety of administrative functions that are crucial for the smooth operation of the agency's programs and departments. The incumbent will be responsible for handling documentation, correspondence, and meeting arrangements, as well as responding to inquiries from staff members. The role requires the use of computer software to prepare statistical reports and gather necessary information. The Administrative Assistant will also follow up on actions related to human resource activities, such as new appointments and separations, and will manage general services, including lease agreements and service contracts. Additionally, the position entails drafting ERP transactions related to procurement and finance, assisting in budget preparation, and managing healthcare operations within health centers. The Administrative Assistant will also provide logistical support for meetings and events, ensuring effective coordination across various units and departments.

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

• Managing administrative functions such as documentation, correspondence, and meeting arrangements; responding to staff inquiries; and updating internal communication lists.
• Following up on human resource activities, including new appointments, separations, and staff movements.
• Handling general services in the Field Administration Office, including lease agreements and service contracts.
• Drafting ERP transactions related to procurement and finance, including Purchase Orders and Requisitions.
• Assisting in budget preparation and monitoring office supply requirements.
• Managing healthcare operations, including patient eligibility verification and Electronic Medical Records management.
• Compiling information on patient movements and ensuring compliance with hospitalization instructions.
• Providing logistical support for meetings and events, coordinating with various departments.
• Performing other duties as assigned by the supervisor.

Required Qualifications:
The position requires the following qualifications: - Successful completion of full secondary education. - Completion of a two-year post-secondary course in business and office practice or a related discipline. - At least two years of experience in administrative work is required. - Proficiency in using computer applications, including word processing, spreadsheets, and databases. - Ability to operate a PC and use Microsoft Office applications effectively.

Educational Background:
Candidates must have completed full secondary education and a two-year post-secondary course in business and office practice or a related discipline. This educational background is essential for performing the administrative functions required in this role.

Experience:
Candidates should have a minimum of two years of experience in administrative work. This experience is crucial for understanding the complexities of administrative functions and for effectively managing the responsibilities associated with the position.

Languages:
The mandatory languages for this position are English and Arabic. Candidates must demonstrate proficiency in both languages, with English being required at UN Level II and Arabic at UN Level I. 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, which includes a one-year probation period. There is a possibility of extension based on satisfactory performance and the availability of funds. The position is classified at Grade 08, with a monthly basic salary of USD 931.30, payable in Jordanian Dinar 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 West Bank or Jerusalem, and applicants must have authorization to work in the duty station at the time of application. UNRWA emphasizes gender parity and encourages applications from under-represented groups, including individuals with disabilities.