ASSOCIATE ADMINISTRATIVE OFFICER

Job Advertisement

Position Title: ASSOCIATE ADMINISTRATIVE OFFICER
Location: Amman
Country: Jordan
Deadline Date: Not specified

Job Details

Job Posting Organization:
UNRWA, the United Nations Relief and Works Agency for Palestine Refugees in the Near East, was established by the UN 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 is the largest UN operation in the Middle East, employing over 30,000 staff members. The agency is primarily funded through voluntary contributions from UN member states, regional bodies, business foundations, and individual donors. UNRWA aims to help Palestine refugees achieve their full potential in human development, despite the challenging circumstances they face. The organization offers a range of services, including education, healthcare, relief and social services, camp infrastructure improvement, microfinance, and emergency assistance. 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 for this position.

Job Overview:
The Associate Administrative Officer will report to the designated supervisor and is responsible for coordinating various human resources and administrative management tasks within the unit. This includes managing personnel records, employment details, and attendance records, as well as processing requests for employment and payment of daily paid staff. The role also involves liaising with the Human Resources Office/Department on recruitment processes, ensuring compliance with human resource policies, and facilitating onboarding and separation processes for staff members. Additionally, the Associate Administrative Officer will manage the office operational budget and assigned project budget estimates, monitor expenditures, and prepare financial reports. The position requires overseeing procurement activities, maintaining inventory records, and ensuring the provision of necessary supplies. The officer will also compile and analyze statistical data related to departmental activities, organize meetings and workshops, and manage a team of administrative and general services assistants, providing guidance and ensuring efficient completion of responsibilities. The role may also involve establishing guarding schedules to secure the Agency's premises and performing other duties as assigned by the supervisor.

Duties and Responsibilities:
The Associate Administrative Officer will have a comprehensive set of responsibilities, including:

• Coordinating actions and processes in support of human resources and administrative management, including staff management, personnel records, and attendance records.
• Processing requests for employment and payment of daily paid staff, and coordinating with the Human Resources Office on recruitment processes.
• Ensuring compliance with human resource policies and procedures, and facilitating onboarding and separation processes for staff members.
• Managing the office operational budget and project budget estimates, monitoring expenditures, and preparing financial reports.
• Overseeing procurement activities, including tendering, quotations, and purchasing orders, while maintaining inventory records.
• Serving as custodian for IT equipment and furniture, coordinating maintenance and repairs, and overseeing logistical operations.
• Compiling and analyzing statistical data related to departmental activities, and preparing operational reports.
• Organizing meetings, workshops, and events as required.
• Managing and overseeing a team of administrative and general services assistants, providing guidance and ensuring efficient task completion. 1
• Establishing guarding schedules and overseeing their implementation to secure the Agency's premises. 1
• Performing other duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess a first university degree from an accredited educational institution in business administration, finance, procurement, or a related field. Additionally, at least three years of experience in administrative work, human resources, and/or office management is required. Knowledge of agency financial and HR rules and regulations is desirable. Candidates must also demonstrate a fluent command of written and spoken English and Arabic. It is essential for applicants to currently reside in the duty station and specify their current location in the application.

Educational Background:
The educational background required for this position includes a first university degree from an accredited educational institution in business administration, finance, procurement, or a related field. This foundational education is critical for understanding the complexities of administrative and human resource management within the context of UNRWA's operations.

Experience:
The position requires at least three years of relevant experience in administrative work, human resources, and/or office management. This experience should provide candidates with a solid understanding of the operational and administrative functions necessary for effective management within an organization like UNRWA. Candidates should also have knowledge of agency financial and HR rules and regulations, which will be beneficial in ensuring compliance and effective management of resources.

Languages:
Fluent command of written and spoken English and Arabic is mandatory for this position. Proficiency in both languages is essential for effective communication within the organization and with stakeholders, as well as for the preparation of reports and correspondence. Additional language skills may be considered an asset but are not explicitly required for this role.

Additional Notes:
The contract type for this position is a Fixed Term Appointment for three years, which includes a one-year probation period. There is a possibility of further extension, subject to the availability of funds, satisfactory performance, and continuing need. The position is graded at Grade 13, with a monthly basic salary of JD 843.5

• Other benefits include a monthly Provident Fund contribution (15.4% of basic salary paid by the Agency), compulsory medical insurance, 30 days of annual leave, and a dependency allowance if applicable. The vacancy notice is open to internal candidates only, and only candidates residing in Jordan and within commuting distance of the duty station with authorization to work in the duty station at the time of application are eligible to apply. UNRWA will not assume responsibility for facilitating the issuance of work permits in Jordan, and without a valid work permit, the appointment may be rescinded. Preference will be given to registered Palestine refugees and candidates of the underrepresented gender to assist the Agency in meeting its commitment to gender parity. UNRWA also welcomes applications from qualified candidates with disabilities. A roster may be created from the selection exercise, and successful candidates may become eligible for appointment to the same or similar posts in the future. All applications must be completed in UNRWA's online e-recruitment system, and late applications will not be accepted. Candidates are advised to provide complete and accurate information in their applications, as any incorrect or misleading information may result in immediate disqualification.