Administrative Officer, HQA, (Internally Only) ERCD, G

Org. Setting and ReportingUNRWA, the largest United Nations operation in the Middle East with over 30,000 staff working across five areas of operation, is looking for highly committed personnel wishing to make a change. If you are looking for a rewarding opportunity to make a tangible difference for one of the most vulnerable communities in the world, UNRWA would like to hear from you. The Administrative Officer reports to Chief/ Head in Field Office and provides necessary administrative support to the assigned office at Field Programme or at the Area level. Responsibilities- Budget and financial support, including: Supporting the biennium and yearly budget by preparing the departmental operating and project budget estimates; Establishing internal financial controls to ensure the budget and financial online systems are maintained in an accurate and timely manner; Monitoring and tracking budget for the assigned unit including the preparation of Budget Allotment Adjustments; Preparing and drafting responses to audit requests. - Human resources support, including: Preparing staffing table proposals and RPAs; maintaining staffing table records; Coordinating with HRD the recruitment of area staff and consultants by initiating requests for vacancy announcements, facilitating interviews and drafting and administering the contracts; Drafting and administering Special Service Agreements and Limited Durations Contracts. Administering, verifying, and finalizing the preparation of Service Contracts and Consultancy Contracts. - Procurement and contracting support, including: Administering procurement and logistical operations including tenders, quotations, purchasing orders, etc.; handling and controlling the preparation of Lists of Requirements (LoRs); Maintaining contacts with local vendors and suppliers in order to meet non-standard purchase requirements; Maintaining contacts with local vendors and suppliers in order to meet non-standard purchase requirements. - Assets management support, including: Acting as a custodian of consumable supplies in his/her assigned unit, including (as available) seals, stamps and archives Handling surplus, obsolete or unserviceable equipment via coordinating with Information Systems Division (ISD) and Field Property Inspection Officer (FPIO), and/or keeps detailed updated records of the assets status and produces the appropriate equipment status reports accordingly; Coordinating maintenance of assets including building maintenance and repair, vehicles, generator maintenance and management. - General administrative and filing support, including: Collecting, compiling and preparing analysis of statistical data related to the programme/service; maintaining up-to-date records and files on the Department activities and staff; Contacting other Departments and Divisions; obtaining or coordinating material on information as/and when required; Maintaining filing /archiving system for service contracts, special service agreements and casual labor and ensures records are up to date. - Safety and security support (as applicable for the assigned unit), including: Assisting, in coordination with the Safety and Security Unit, the implementation of office security requirements in unit installations to ensure overall compliance with UN security standards; Acting as security focal point within the assigned unit and maintaining the security and safety of the building through the supervision of guards and cleaners. - Other specific functional support (as applicable for the assigned unit), including: Assisting in the administration of fellowships/grants, as available; Maintaining up-to-date records of the Department projects and prepares progress reports on the implementation of funded projects; Managing logistical preparations for workshops, conferences and meetings. CompetenciesUN Core Values of lntegrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. Default managerial competencies may apply. Functional: Leading and Supervising Relating and Networking Applying Technical Expertise Planning and Organizing Coping with Pressure and Setbacks Other Competencies: Excellent computer skills, especially in MS applications used in the Agency Ability to take initiative and work logically and accurately Excellent communication skills; effective team member Knowledge of protocol norms EducationA university degree in business administration, or related field from an accredited educational institution is required. Job - Specific QualificationNot available. Work ExperienceAt least four years’ experience in administrative support, procurement, human resources, finance, or other related functions is required. At least two years' experience in a large/international organization is required. Candidates are required to make a declaration as to whether they have any current or past affiliations with non-governmental organisations, academic institutions, political organisations, military, or have/are engaged in activities or have made any public statements, that could be seen to impact their neutrality, objectivity or independence in the performance of their duties for the UN / UNRWA. Any declaration will not necessarily disqualify candidates from consideration for this post. Are you a registered Palestine refugee? If yes, please provide your Ration Card Number. It is highly recommended to respond to this question in order to assist us in further assessing your application is required. Do you have close relative(s) in UNRWA (mother, father, daughter, son, sister brother)? If yes, please provide full name(s) and relationship is required. It is highly recommended to respond to this question in order to assist us in further assessing your application. Please explain below. Possession of a valid driving license is desired. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Arabic are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).