Senior 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 funded almost entirely through voluntary contributions from UN member states, regional bodies, and private donors. UNRWA is dedicated to making a tangible difference in the lives of one of the most vulnerable communities in the world, and it actively seeks individuals who are committed to this mission.

Job Overview:
The Senior Administrative Assistant position at UNRWA involves providing comprehensive administrative support and office management functions. The incumbent will be responsible for assisting the Chief of Programme or department head, depending on the location, and will manage the schedules of supervisors, arrange meetings, and prepare travel documents. The role requires effective communication and coordination between various departments, ensuring that all administrative tasks are executed efficiently. The Senior Administrative Assistant will also be involved in monitoring office supplies, managing budgets, and coordinating HR matters, including new appointments and separations. This position is crucial for maintaining the operational efficiency of the office and supporting the overall mission of UNRWA.

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

• Performing a full range of office management and administrative support functions, including scheduling meetings, preparing travel documents, and drafting official correspondence.
• Monitoring and managing office supply requirements, processing payments, and coordinating logistical preparations for events.
• Conducting routine research and compiling information from various sources to support departmental activities.
• Assisting in budget management using ERP systems and maintaining accurate financial records.
• Verifying bills for accuracy and compliance, ensuring eligibility of beneficiaries for services.
• Coordinating HR matters, including new appointments and separations.
• Performing other duties as assigned by the supervisor, which may vary based on the specific needs of the office.

Required Qualifications:
Candidates must have successful completion of full secondary education and a two-year diploma in business and office practice or a related discipline. Additionally, at least four years of relevant experience in administration or office management is required. Proficiency in MS Office applications is also necessary. Candidates should be able to demonstrate their involvement in outside activities, including employment, volunteering, or other relevant experiences that showcase their skills and commitment to the role.

Educational Background:
The educational background required for this position includes a successful completion of full secondary education and a two-year diploma in business and office practice or a related field. This educational foundation is essential for understanding the administrative and operational tasks that the Senior Administrative Assistant will be responsible for.

Experience:
The position requires at least four years of relevant experience, preferably in administration or office management. Candidates should have a proven track record of managing office functions and providing administrative support in a professional environment. Experience with MS Office applications is mandatory, and familiarity with ERP systems is advantageous.

Languages:
For this position, proficiency in English is required, as it is one of the working languages of the United Nations Secretariat. Candidates should demonstrate a minimum level of proficiency in reading, writing, listening, and speaking English. Knowledge of Arabic is desirable, which would enhance communication within the region and with local stakeholders.

Additional Notes:
The appointment for this position is a Fixed Term Appointment for one year, including a one-year probation period, with the possibility of extension based on performance and funding availability. The position is classified at Grade 10, with a monthly basic salary of USD 1,050.20, 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. The agency also provides sick leave, maternity leave, and paternity leave. This vacancy is open to internal candidates only, and preference will be given to registered Palestine refugees and candidates from underrepresented genders to promote gender parity within the organization. UNRWA encourages applications from qualified persons with disabilities and is committed to creating a diverse and inclusive work environment.