Assistant Field Administration Officer

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's services include education, healthcare, relief and social services, camp infrastructure improvement, microfinance, and emergency assistance. As the largest UN operation in the Middle East, UNRWA employs over 30,000 staff members and is primarily funded through voluntary contributions from UN member states, regional bodies, business foundations, and individual donations. The agency is dedicated to helping Palestine refugees achieve their full potential in human development, despite the challenging circumstances they face. If you are seeking a meaningful opportunity to make a significant impact on one of the world's most vulnerable communities, UNRWA encourages you to apply.

Job Overview:
The Assistant Field Administration Officer plays a crucial role in supporting the Field Administration Officer (FAO) by providing management support in planning, integrating, monitoring, and reporting the activities of the Field Administration Office. This position involves contributing to the enhancement of policies, processes, and procedures within the Field Administration Office. The incumbent will assist the FAO in preparing the biennium budget and conducting periodic budget reviews, ensuring effective monitoring of expenditures and recommending necessary adjustments. The role also includes negotiating and finalizing lease contracts, managing office and distribution center rental contracts, and liaising with landlords and local authorities. Additionally, the Assistant Field Administration Officer is responsible for the administration of UNRWA IDs and Magnetic Cards, ensuring the confidentiality of related documentation and maintaining an effective database system. The position requires analyzing general services in the Field Administration Office for efficiency and cost-effectiveness, supervising daily reception services, office services, mail and diplomatic pouch services, telecommunications services, and canteen services. The incumbent will also monitor the performance of cleaning contractors, facilitate the work of maintenance and construction contractors, and supervise building maintenance staff to ensure the delivery of maintenance programs. Furthermore, the Assistant Field Administration Officer will provide supplies and stationery support to all common services divisions and areas, facilitate local procurement of minor equipment and office supplies, and manage the e-leave system for FAO staff attendance. The role may involve performing other duties as assigned by the supervisor(s).

Duties and Responsibilities:

• Provide management support to the Field Administration Officer in planning, integrating, monitoring, and reporting activities of the Field Administration Office.
• Contribute to improvements in Field Administration Office policies, processes, and procedures.
• Assist in the preparation of the biennium budget and periodic budget reviews, monitoring expenditures and recommending adjustments.
• Negotiate, prepare, conclude, and finalize lease contracts, including financial matters.
• Manage office and distribution center rental contracts and liaise with landlords/local authorities.
• Administer UNRWA IDs and Magnetic Cards, ensuring confidentiality and effective database maintenance.
• Analyze general services for efficiency and cost-effectiveness, recommending improvements as needed.
• Supervise daily reception services, office services, mail and diplomatic pouch services, telecommunications services, and canteen services.
• Monitor cleaning contractor performance and facilitate maintenance/construction contractor work. 1
• Supervise building maintenance staff and laborers for office maintenance programs. 1
• Ensure availability and efficiency of services such as electricity, water, and telephone. 1
• Provide effective supplies and stationery support to common services divisions. 1
• Facilitate local procurement of minor equipment and office supplies. 1
• Prepare journal vouchers for reimbursement and handle imprest fund reconciliation. 1
• Act as the focal point for FAO staff attendance in the e-leave system. 1
• Perform other duties as assigned by the supervisor(s).

Required Qualifications:

• A first university degree from an accredited educational institution in management science, public or business administration, economics, or a related discipline.
• At least four years of responsible and relevant work experience in administrative support, facility management, procurement, or related functions.
• Strong communication skills, particularly in report writing in English.
• Proficiency in standard computer applications used by the Agency.
• Ability to work under pressure and manage multiple tasks effectively.
• Demonstrated integrity, professionalism, and respect for diversity.
• Ability to relate and network with various stakeholders.
• Strong planning and organizing skills.

Educational Background:
Candidates must possess a first university degree from an accredited educational institution in management science, public or business administration, economics, or a related discipline. This educational background is essential for understanding the complexities of administrative functions and management within the UNRWA framework.

Experience:
Candidates are required to have at least four years of responsible and relevant work experience in administrative support, facility management, procurement, or other related functions. This experience should include managing day-to-day maintenance tasks in office buildings and ensuring efficient operations within the administrative framework. Experience in budget preparation and monitoring is also highly desirable.

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 according to the UN Language Framework. English is essential for communication within the UN system, while Arabic is crucial for interacting with local stakeholders and staff.

Additional Notes:
The 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 grade for this position is Grade 14, with a starting monthly salary of USD 1,628.40, which includes a supplementary allowance. 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. The incumbent may be required to travel within the Agency's area of operations. This vacancy is open to internal candidates only, and only those residing in Lebanon and authorized to work in the duty station at the time of application are eligible. UNRWA is committed to gender balance and encourages female candidates to apply. The agency will not facilitate work permits in Lebanon, and candidates must have a valid work permit to be considered for the position. Preference will be given to registered Palestine refugees and candidates who assist the agency in achieving gender parity. A roster may be created from this selection exercise for future vacancies.