Administrative Support

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 five areas: 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 plight. The agency is the largest UN operation in the Middle East, employing over 30,000 staff members and is funded almost entirely 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 encourages individuals who are passionate about humanitarian work to apply for positions within the organization.

Job Overview:
The Administrative Support position at UNRWA involves a comprehensive range of office management and administrative support functions. The incumbent will provide direct assistance to the Chief of Programme or department head, depending on the post location. Key responsibilities include monitoring supervisors' schedules, arranging meetings and appointments, preparing travel documents, drafting official correspondences, and acting as a liaison between various departments to ensure effective communication and coordination. The role also entails managing office supplies, processing payments, coordinating logistical preparations for events, conducting routine research, and assisting in budget management using the ERP system. The incumbent will verify bills, ensure compliance with set terms, and assist in coordinating HR matters, including new appointments and separations. This position requires a proactive approach to office management and the ability to handle multiple tasks efficiently while maintaining confidentiality and professionalism.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Performing a full range of office management and administrative support functions, including direct assistance to the Chief of Programme or department head.
• Monitoring supervisors' schedules, arranging meetings and appointments, and preparing travel documents.
• Drafting and preparing official correspondences and replies.
• Acting as a liaison between different departments to ensure effective communication and coordination.
• Attending and coordinating staff meetings, reserving equipment and conference rooms for presentations and meetings.
• Managing annual and short-term requirements for office supplies and processing payments for vendors and suppliers.
• Coordinating logistical preparations for workshops, conferences, and events.
• Conducting routine research and compiling information from various sources.
• Assisting in managing the budget using the ERP system and maintaining accurate records. 1
• Verifying bills against set terms and ensuring compliance. 1
• Assisting in coordinating HR matters, including new appointments and separations. 1
• Performing other duties as assigned by the supervisor.

Required Qualifications:
The position requires successful completion of full secondary education and a two-year diploma in business and office practice or a related discipline. Additionally, candidates must possess at least four years of relevant experience, preferably in administration and/or office management. Strong organizational skills, attention to detail, and the ability to work under pressure are essential. Candidates should also demonstrate good report writing skills in English and the ability to maintain confidentiality in all matters.

Educational Background:
Candidates must have completed full secondary education and hold a two-year diploma in business and office practice or a related discipline. This educational background is crucial for understanding the administrative and operational aspects of the role, ensuring that the incumbent can effectively manage office functions and support the department's objectives.

Experience:
A minimum of four years of relevant experience is required for this position, with a preference for candidates who have experience in administration and/or office management. This level of experience is necessary to ensure that the incumbent can handle the diverse responsibilities of the role and contribute effectively to the team's success.

Languages:
English is the mandatory language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also recognized as a working language of the United Nations Secretariat, but proficiency in French is not mandatory for this role. Candidates must demonstrate their language skills according to the UN Language Framework, ensuring effective communication within the organization and with external stakeholders.

Additional Notes:
This position is offered as a Limited Duration Contract (LDC) for a duration of six months, with the possibility of extension based on performance and funding availability. The monthly basic salary for this position is JOD 781.40, and additional benefits include compulsory medical insurance, 30 days of annual leave pro-rated to the contract duration, and family allowance if applicable. Employees are entitled to two days of sick leave for each completed month of service, maternity leave upon meeting eligibility requirements, and two weeks of paternity leave. The vacancy is open to both internal and external candidates, but only those residing in the West Bank or Jerusalem and authorized to work in the duty station at the time of application are eligible. UNRWA emphasizes gender parity and encourages applications from underrepresented groups, including individuals with disabilities. The agency does not charge any fees during the recruitment process and is committed to maintaining a non-smoking work environment.