Project Support and Admin Officer, Band F, HQA, (JO#233054)

Org. Setting and ReportingUNRWA is a United Nations agency established by the General Assembly in 1949 and is mandated to provide assistance and protection to a population of some 5.8 million registered Palestine refugees. Its mission is to help Palestine refugees in Jordan, Lebanon, Syria, West Bank and the Gaza Strip to achieve their full potential in human development, pending a just solution to their plight. UNRWA's services encompass education, health care, relief and social services, camp infrastructure and improvement, microfinance, and emergency assistance. UNRWA is the largest UN operation in the Middle East with more than 30,000 staff. UNRWA is funded almost entirely by voluntary contributions. 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. Project Support and Admin Officer reports to Ethics Project Coordinator. ResponsibilitiesProject Support, including; - Provides inputs for planning and development of “Project Budget-relieving cost recovery” projects; identifies and reviews programme/projects needs and priorities; and supports the preparation of the related proposals and concept notes in line with the Agency funding priorities through coordination with concerned departments. - Develops financial management plans and project budgets; ensures that budget expenditures fall within established financial resources; develops and manages appropriate accounting system for the projects under his/her portfolio in coordination with relevant Finance staff; prepares narrative reports on “PB-relieving” for donors and other stakeholders. - Provides substantive input to Projects Office team in the monitoring & controlling functions on the operational progress of the projects, in term of financial status; follows up on project implementation with the programme and concerned departments. Ethics Office Support, including; - Prepare drafts of administrative correspondence, response to complainants or staff seeking ethics advice for the Ethics Office and updating the case files in electronic case management system; maintaining all working and case folders/files, including strictly confidential case files; ensuring records and documentation of the Ethics Office activities and processes are clear and up to date; and assisting in developing a new case management system; working backwards and updating the CMS. - Responding to the Ethics Office hotline email as required. 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, 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. - Performs other duties as may be assigned by the supervisor. CompetenciesUN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. - Following Instructions and Procedures - Relating and Networking - Applying Technical Expertise - Planning and Organizing - Coping with Pressure and Setbacks - 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 For guidance on how to prepare for competency-based interviews: https://hr.un. org/page/prepare-competency-based-interview Education- A university degree in business administration, or related field from an accredited educational institution. Job - Specific QualificationNot available. Work Experience- At least four years’ experience in administrative support, procurement, human resources, finance, or other related functions, of which two years in a large/international organization is required. - A university degree in business administration, or related field from an accredited educational institution is required. - Very good command of spoken and written English and Arabic is required. - SAP REACH Experience is desirable. - Are you currently residing in Duty station. Please specify your current location. It is required. Languages- Very good command of spoken and written English and Arabic. Assessment- Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeType of Contract: Limited Duration Contract (LDC), Band F. The Limited Duration Contract for this specific EU project applies to external candidates and UNRWA internal candidates on LDC and FT. Should the selected candidate be on FT position, and subject to agreement between the releasing and receiving Departments/Field, that candidate will have a lien to their position for the duration of their contract. Duration of Contract: 12 months (renewable subject to availability of funds, performance and need). Grade & Salary: LDC- Band F monthly basic salary ranges JOD 1,057.70. Other Benefits: Other benefits include compulsory medical insurance, 30 days of annual leave pro-rated to the duration of the contract where less than one year, and family allowance (if applicable). Additional benefits: - 2.5 days of sick leave for each completed month of service. - Maternity Leave, upon meeting eligibility requirements. - 2 weeks paternity leave. upon meeting eligibility requirements. This vacancy notice is open to external and internal candidates on LDC and FT contracts. 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. The Agency will not assume responsibility or accountability to support or facilitate the issuance of work permit in Jordan, and without a valid work permit, the appointment may be rescinded. Preference will be given to registered Palestine refugees and candidates assisting the Agency to meet its commitment to gender parity. UNRWA welcomes applications from qualified candidates with disabilities. A roster may be created from this selection exercise. Only applications that have been fully completed in UNRWA's online e-recruitment system Inspira will be considered, and no late applications will be accepted. The PHP should be completed with full relevant work experience under the experience tabs as per the requirements in the Job Opening. All acquired university degrees must also be stated, if applicable. Applicants applying to positions for Grades 12 to 20 or LDC Bands E to H must submit a cover letter/motivational statement in order to be considered. Additionally, providing incorrect or misleading information on an application will result in the immediate disqualification of a candidate. For UNRWA internal staff, they are required to specify and include their current UNRWA grade level. To do so applicants should select under \"Category\" RLG, scroll down to see all categories, then select their local grade. Equivalency: Equivalency may apply for this post. NB: Work experience alone or formal qualifications with no relevant work experience are not considered an acceptable combination. Advertisements published only in English will only accept applications in English, and Arabic submissions will not be considered. The Agency may disqualify applicants whose name appears on the UN Sanctions List or a UN database of staff separated for reason of misconduct or of staff who separated whilst misconduct processes were pending. UNRWA shares investigation and misconduct information with other UN Agencies, and past and prospective employers, about staff members who have been separated for misconduct, or who have separated whilst an investigation and/or disciplinary process for misconduct is underway; and such persons may be prohibited from employment with the United Nations. The Agency will immediately disqualify applicants who are ineligible for any reason in accordance with the Agency regulatory framework. UNRWA is funded almost entirely by voluntary contributions from UN member states, regional bodies, business foundations and individual contributions. The mission of UNRWA is to help Palestine refugees achieve their full potential in human development under the difficult circumstances in which they live. For more details on UNRWA, please visit: https://www.unrwa.org/ United Nations ConsiderationsStaff members are subject to the authority of the Commissioner-General of UNRWA and to assignment by him or her. UNRWA is committed to achieving gender parity at all levels of staffing under the current UN-wide gender agenda and strongly encourages applications from qualified applicants from under-represented groups. At UNRWA, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. UNRWA is committed to creating a diverse and inclusive environment of mutual respect. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. UNRWA Considerations UNRWA staff are expected to uphold the highest standards of efficiency, competence, neutrality, impartiality and integrity. This includes respect for and commitment to human rights, diversity and non-violent means of dealing with all kinds of conflict. Only persons who fully and unconditionally commit to these values should consider applying for UNRWA jobs. Candidates will not be considered for employment with UNRWA if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. The Agency may disqualify applicants who have separated for reason of misconduct, who left a UN Agency while misconduct processes were pending, or who appear on the UN Sanctions List. UNRWA is a non-smoking work environment. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS RELIEF AND WORKS AGENCY FOR PALESTINE REFUGEES IN THE NEAR EAST (UNRWA) DOES NOT CHARGE A FEE OR REQUEST MONEY FROM CANDIDATES AT ANY STAGE OF THE RECRUITMENT AND ONBOARDING PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING, ONBOARDING). UNRWA DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.