Associate 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. For more information about UNRWA, please visit their official website at https://www.unrwa.org.

Job Overview:
The Associate Administrative Officer will play a crucial role in supporting the unit's human resources and administrative management. This position involves coordinating various actions and processes related to staff management, personnel records, and employment details. The officer will be responsible for processing requests for employment and payment of daily paid staff, ensuring compliance with human resource policies, and facilitating onboarding and separation processes for staff members. Additionally, the officer will manage the office operational budget, monitor expenditures, and prepare financial reports while liaising with finance staff to ensure accuracy. The role also includes managing procurement activities, maintaining inventory records, and overseeing logistical operations to ensure the efficient functioning of the department. The Associate Administrative Officer will compile and analyze statistical data related to departmental activities, organize meetings and workshops, and manage a team of administrative assistants, providing guidance and ensuring efficient completion of responsibilities. This position requires strong leadership skills and the ability to cope with pressure and setbacks while maintaining a focus on results.

Duties and Responsibilities:
The duties and responsibilities of the Associate Administrative Officer include:

• Coordinating human resources and administrative management processes, including staff management, personnel records, and attendance records.
• Processing requests for employment and payment of daily paid staff, ensuring compliance with HR policies.
• Facilitating onboarding and separation processes for staff members.
• Managing the office operational budget and project budget estimates, monitoring expenditures, and preparing financial reports.
• Managing procurement activities, including tendering, quotations, and purchasing orders.
• Maintaining inventory records and ensuring the provision of necessary supplies.
• Overseeing logistical operations and coordinating maintenance and repairs of IT equipment and furniture.
• Compiling and analyzing statistical data related to departmental activities and preparing operational reports.
• Organizing meetings, workshops, and other events as required. 1
• Leading and supervising a team of administrative and general services assistants, providing guidance and ensuring efficient task completion. 1
• Establishing guarding schedules to secure the safety of the Agency’s premises as applicable.

Required Qualifications:
The required qualifications for the Associate Administrative Officer position include:

• A first university degree from an accredited educational institution in business administration, finance, procurement, or a related field.
• At least three years of experience in administrative work, human resources, and/or office management.
• Knowledge of agency financial and HR rules and regulations is desirable.
• Ability to manage multiple tasks and work under pressure while maintaining attention to detail.
• Strong communication and interpersonal skills to effectively collaborate with team members and stakeholders.

Educational Background:
Candidates must possess a first university degree from an accredited educational institution in business administration, finance, procurement, or a related field. This educational background is essential to ensure that the candidate has the necessary theoretical knowledge and understanding of the principles and practices relevant to the administrative and human resources functions required for this role.

Experience:
Candidates should have at least three years of relevant experience in administrative work, human resources, and/or office management. This experience should demonstrate the candidate's ability to handle various administrative tasks, manage personnel records, and coordinate recruitment processes effectively. Additionally, candidates are required to indicate their current involvement in any outside activities, which may include employment, independent contracting, or voluntary work, as this information is necessary for the assessment of their application.

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 for this role.

Additional Notes:
The 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 843.50, with additional benefits including a monthly Provident Fund contribution, compulsory medical insurance, 30 days of annual leave, and a dependency allowance if applicable. The position is open to internal candidates only, and applicants must reside in Amman and have authorization to work in the duty station at the time of application. 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 work outside normal duty hours and on a 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. The Agency is committed to creating a diverse and inclusive environment and encourages applications from qualified candidates with disabilities.