Senior Administrative Assistant

Job Advertisement

Position Title: Senior Administrative Assistant
Location: Amman
Country: Jordan
Deadline Date: Not specified

Job Details

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 plight. The agency operates the largest UN operation in the Middle East, employing over 30,000 staff members. UNRWA is primarily funded through voluntary contributions from UN member states, regional bodies, business foundations, and individual donations. The organization is dedicated to making a tangible difference in the lives of one of the world's most vulnerable communities, and it welcomes applications from individuals who are passionate about contributing to this mission.

Job Overview:
The Senior Administrative Assistant will report to the Office Management Associate and will be responsible for a wide range of administrative, logistical, and office management duties within the Executive Office (EO). The role requires a proactive approach to managing day-to-day operations, including handling inquiries, preparing monthly records and reports, screening visitors, arranging meetings and appointments, and organizing official social engagements for EO principals. The assistant will also be tasked with taking minutes during meetings, preparing briefing folders, and making travel arrangements, including visas and hotel reservations for EO staff on missions. The position demands strong organizational skills and the ability to maintain a consolidated filing system for the EO, ensuring that all documents, including confidential materials, are accurately classified and filed. The Senior Administrative Assistant will also draft and translate routine documents from Arabic to English, maintain updated contact lists, and coordinate with other departments to obtain necessary information. Additionally, the role involves monitoring supply requirements for the EO, assisting with budget preparation, and supporting the organization of events such as retreats and donor visits. Overall, the position is crucial for ensuring the smooth operation of the Executive Office and requires a detail-oriented individual with excellent communication skills.

Duties and Responsibilities:
The Senior Administrative Assistant will be responsible for the following duties:

• Provide comprehensive administrative support to the Executive Office, including logistical and office management tasks.
• Handle inquiries and assist in the preparation of monthly records and reports.
• Screen visitors and arrange meetings, appointments, and official social engagements for EO principals.
• Take minutes during meetings and prepare briefing folders for EO staff.
• Make travel arrangements, including visas and hotel reservations for EO staff on missions.
• Conduct research and compile necessary materials, ensuring the accuracy of information in submissions, memoranda, or letters.
• Maintain a consolidated filing system for the EO, classifying and filing documents, including confidential materials.
• Draft, prepare, and translate routine documents from Arabic to English.
• Maintain and update EO’s e-contacts and telephone lists, coordinating with other organizations and departments as needed. 1
• Monitor annual and short-term supply requirements for the EO, preparing orders and tracking budget preparation. 1
• Assist with budget preparation and provide necessary inputs for procurement and administrative tasks. 1
• Support EO staff in organizing events, including retreats, meetings, and donor visits. 1
• Perform any other duties as assigned by the supervisor.

Required Qualifications:
The position requires the successful completion of full secondary education and a post-secondary course of at least two years in business and office practice or a related discipline. Additionally, candidates must have at least five years of secretarial administrative experience, including a minimum of one year as an assistant to a director or divisional team in an international organization, non-governmental organization, government, or large commercial entity. A strong command of written and spoken English is essential, and previous experience with UNRWA or another UN entity is desirable. A university degree in business administration or a related discipline is also considered an asset.

Educational Background:
Candidates must have successfully completed full secondary education and a post-secondary course of at least two years in business and office practice or a related discipline. This educational background is crucial for understanding the administrative and logistical tasks required in the role.

Experience:
Candidates must possess at least five years of secretarial administrative experience, which should include at least one year of experience as an assistant to a director or divisional team in an international organization, non-governmental organization, government, or large commercial or industrial entity. This level of experience is necessary to ensure that the candidate is well-equipped to handle the responsibilities of the position effectively.

Languages:
A strong command of written and spoken English is mandatory for this position. Proficiency in Arabic is also beneficial, particularly for tasks involving translation and communication with Arabic-speaking stakeholders.

Additional Notes:
This position is a Fixed Term Appointment for three years, including a one-year probation period, with the possibility of further extension based on the availability of funds, satisfactory performance, and continuing need. The monthly basic salary for this position is JD 668.3

• Additional 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. Employees are entitled to two days of sick leave for each completed month of service, 14 weeks of maternity leave, and two weeks of paternity leave. This 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 Jordan at the time of application are eligible to apply. The Agency 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 achieving gender parity. UNRWA encourages 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 must provide complete and accurate information regarding their qualifications and work experience, and any misleading information may result in disqualification.