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 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, and private entities. UNRWA's services include education, healthcare, relief and social services, camp infrastructure improvement, microfinance, and emergency assistance. The organization is committed 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 agency.

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 of the post. Key responsibilities include managing schedules, arranging meetings, preparing travel documents, drafting official correspondence, and ensuring effective communication between departments. The role also entails monitoring office supply requirements, processing payments, coordinating logistical preparations for events, conducting routine research, managing budgets, verifying bills, and assisting with HR matters such as new appointments and separations. The position requires a proactive approach to ensure that all administrative functions are carried out efficiently and effectively, contributing to the overall success of the department and the agency's mission.

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 direct assistance to the Chief of Programme or department head, managing schedules, arranging meetings, and preparing travel documents.
• Monitoring and managing annual and short-term requirements for office supplies, processing payments for vendors, and managing purchase requests.
• Coordinating logistical preparations for workshops, conferences, and events, and acting as a member of the tender opening committee when required.
• Conducting routine research and compiling information from various sources to support departmental activities.
• Assisting in budget management using the ERP system, maintaining accurate records, and monitoring expenditures.
• Verifying bills for accuracy and compliance, ensuring eligibility of beneficiaries for services, and coordinating timely data entry.
• Assisting in coordinating HR matters, including new appointments and separations.
• Performing other duties as assigned by the supervisor.

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 indicate their current involvement in outside activities, including employment, freelance work, teaching, or voluntary work, as this information is required for the application process. Misrepresentation of information can lead to disqualification or termination if hired.

Educational Background:
The educational background required for this position includes successful completion of full secondary education and a two-year diploma in business and office practice or a related discipline. This educational foundation is essential for performing the administrative tasks and responsibilities associated with the role effectively.

Experience:
Candidates should have at least four years of relevant experience, preferably in administration or office management. Experience with MS Office applications is required, and candidates must also provide information about their current involvement in outside activities, which may include various forms of employment or volunteer work. This experience is crucial for ensuring that the candidate can handle the responsibilities of the position effectively.

Languages:
For this position, English is required as it is one of the working languages of the United Nations Secretariat. Candidates must demonstrate proficiency in English at UN Level II for reading, writing, listening, and speaking. Arabic is considered a desirable language, and proficiency in Arabic at UN Level I is preferred but not mandatory. This language requirement is important for effective communication within the agency and with the communities served.

Additional Notes:
The appointment for this position is limited to the UNRWA - Administration & Support Services in the West Bank. It 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. Other benefits include a monthly Provident Fund contribution, compulsory medical insurance, 30 days of annual leave, and a dependency allowance if applicable. Additional benefits include sick leave, maternity leave, and paternity leave. This vacancy is open to internal candidates only, and only those residing in the West Bank or Jerusalem with authorization to work in the duty station are eligible to apply. UNRWA encourages applications from registered Palestine refugees and candidates from underrepresented genders to promote gender parity within the agency.