Personal Assistant to Director

Job Advertisement

Position Title: Personal Assistant to Director
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 situation. 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 donors. The organization is committed to making a tangible difference in the lives of one of the world's most vulnerable communities, and it seeks individuals who are passionate about contributing to this mission.

Job Overview:
The Personal Assistant to the Director plays a crucial role in maintaining the efficient organization of the Director's office. This position involves managing the Director's schedule, attendance records, and files, as well as screening and prioritizing visitors and telephone calls. The assistant is responsible for arranging travel plans, including missions, visas, and hotel reservations, while providing long-distance administrative support during the Director's travels. The role requires the ability to control and prioritize a significant inflow and outflow of documentation, ensuring accuracy and completeness before submission to the Director. The assistant will also manage correspondence, research necessary background information, and maintain a follow-up system for pending matters. This position demands proactive communication with various stakeholders, including government authorities and other UN organizations, to facilitate the Director's engagements and ensure that tasks are completed within deadlines. The Personal Assistant may also attend meetings, prepare minutes, and draft administrative correspondence, contributing to the overall efficiency of the office.

Duties and Responsibilities:

• Maintain efficient organization of the Director's office, including managing schedules, attendance records, and files.
• Screen and prioritize visitors and telephone calls, setting up meetings and interviews as necessary.
• Arrange travel plans for the Director, including missions, visas, and hotel reservations, providing administrative support during travel.
• Control and prioritize documentation inflow and outflow, ensuring accuracy before submission to the Director.
• Manage correspondence by receiving, screening, logging, and routing it appropriately, while researching and attaching necessary background information.
• Follow up on instructions and decisions made by the Director to ensure tasks are accomplished within deadlines.
• Distribute special assignments to secretaries and proof-read correspondence for the Director's signature.
• Prepare schedules for visitors and facilitate their missions in coordination with the Director.
• Attend meetings, prepare minutes, and monitor follow-up actions as required. 1
• Draft administrative correspondence and collaborate with staff to gather data for reports. 1
• Coordinate with the Budget Division on budget-related issues and prepare contracts and assistance requests. 1
• Perform additional duties as assigned by the Director.

Required Qualifications:

• A university degree from an accredited institution in business administration, public relations, or a related discipline is required.
• Office business training is preferred.
• At least three years of relevant experience in administration, human resources, or office management is required.
• Excellent knowledge of office computer applications, including word processing, spreadsheets, databases, and PowerPoint, is essential.
• Strong command of spoken and written English and Arabic is required.
• Knowledge of the Agency's rules and regulations is desirable.
• Familiarity with other UN languages is a plus.
• Prior experience with other United Nations organizations is advantageous.

Educational Background:
Candidates must possess a university degree from an accredited educational institution in business administration, public relations, or a related field. Additionally, office business training is preferred to enhance administrative skills and knowledge.

Experience:
The position requires a minimum of three years of relevant experience, preferably in administration, human resources, or office management. Candidates should demonstrate proficiency in office computer applications and possess a strong understanding of administrative processes within an organizational context.

Languages:
The mandatory languages for this position are English and Arabic, with an excellent command of both spoken and written forms required. Knowledge of additional UN languages is considered desirable but not mandatory.

Additional Notes:
This position is a Fixed Term Appointment for three years, including a one-year probation period, with the possibility of extension based on performance and funding availability. The monthly basic salary for this position is JD 843.50, with additional benefits including a monthly Provident Fund contribution, compulsory medical insurance, 30 days of annual leave, and a dependency allowance if applicable. The agency emphasizes that only candidates residing in Jordan and Gaza, within commuting distance of the duty station, and authorized to work in the duty station at the time of application are eligible to apply. UNRWA is committed to gender parity and encourages applications from underrepresented groups, including individuals with disabilities. The agency does not charge any fees during the recruitment process and maintains a non-smoking work environment.