Office Assistant

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead United Nations agency focused on delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and territories, working to ensure that every individual has access to reproductive health services and the ability to make informed choices about their lives. The organization is committed to promoting gender equality and empowering women and girls, and it plays a crucial role in addressing population issues and advancing the Sustainable Development Goals (SDGs). UNFPA's mission is driven by a commitment to human rights and the belief that every person should have the opportunity to lead a healthy and fulfilling life. The organization is known for its principled approach to development, emphasizing the importance of evidence-based policies and programs that respect the rights and dignity of all individuals.

Job Overview:
The Office Assistant position at UNFPA is designed to provide essential operational and clerical support to ensure the smooth functioning of the office. The incumbent will work under the supervision of an Administrative Associate and will be responsible for a variety of tasks that contribute to the overall efficiency of the office environment. This role is critical in maintaining the day-to-day operations of the office, which includes managing correspondence, organizing documents, and supporting logistical arrangements for meetings and events. The Office Assistant will also play a key role in maintaining the office's physical environment, ensuring that it is clean, organized, and well-stocked with necessary supplies. The position requires a proactive approach to problem-solving and a commitment to upholding the values and standards of UNFPA, particularly in terms of integrity, transparency, and respect for diversity.

Duties and Responsibilities:
The Office Assistant will be responsible for a comprehensive range of duties, including but not limited to: receiving, sorting, and distributing physical correspondence and documents; assisting with the printing, photocopying, scanning, binding, and filing of official documents; organizing and maintaining office storage and archives; supporting basic office maintenance activities; reporting any facility, furniture, or equipment issues requiring repair; assisting with the movement of office furniture and equipment as needed; maintaining adequate stock levels of stationery, cleaning materials, and office supplies through regular physical counts; preparing meeting rooms and offices for official use; supporting the physical preparation of meeting materials; maintaining orderly filing and archiving systems for hard-copy records; supervising and coordinating daily cleaning activities with the contracted cleaning company; performing regular cleaning, stationery, and consumables inventory counts; supporting periodic physical asset verification exercises; notifying the Administrative Associate/Assistant of any asset movement, loss, damage, or required repair; and supporting logistics and office setup activities as required. The Office Assistant is also accountable for the integrity, transparency, and equity in the personal use and handling of assigned UNFPA resources, ensuring proper care and timely reporting of any damage, loss, relocation, or maintenance needs of UNFPA assets and facilities.

Required Qualifications:
Candidates must possess secondary school education as a minimum requirement. Additionally, applicants should have at least two years of general office and/or clerical experience, demonstrating a solid understanding of office procedures and practices. The ideal candidate will exhibit strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. A commitment to the values of UNFPA, including integrity, accountability, and respect for diversity, is essential. Candidates should also demonstrate a willingness to learn and adapt to new challenges in a dynamic work environment.

Educational Background:
The educational requirement for this position is a secondary school education. This foundational level of education is essential for understanding the basic functions and responsibilities associated with office support roles. Candidates with additional qualifications or certifications in office administration or related fields may be viewed favorably, although they are not mandatory for this position.

Experience:
The position requires a minimum of two years of general office and/or clerical experience. This experience should ideally include a variety of administrative tasks that demonstrate the candidate's ability to support office operations effectively. Experience in a similar role within an international organization or a non-profit setting may be advantageous, as it would provide familiarity with the unique challenges and expectations of working in such environments.

Languages:
Excellent written and verbal communication skills in Arabic are mandatory for this position, as the role involves significant interaction with Arabic-speaking stakeholders. A working knowledge of English is desirable, as it may be necessary for communication with international colleagues and for understanding documentation that may be in English. Proficiency in additional languages could be considered an asset, enhancing the candidate's ability to engage with a diverse range of individuals.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other benefits as applicable. UNFPA is committed to providing a work environment that reflects the values of gender equality, diversity, integrity, and a healthy work-life balance. The organization encourages applications from women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups. Reasonable accommodation may be provided to applicants with disabilities upon request to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation, and selection for all, regardless of personal characteristics and dimensions of diversity. The selection and appointment process may be subject to background and reference checks, medical clearance, visa issuance, and other administrative requirements. UNFPA does not charge any application, processing, training, interviewing, testing, or other fees in connection with the application or recruitment process.