Senior Administrative Assistant (Internal & External)

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. The Senior Administrative Assistant reports to the Chief Ethics Office. Responsibilities- Performs a full range of office management and administrative support functions providing direct assistance, as requested by supervisor to staff within the division; monitors the schedule of supervisor and arranges for meetings and appointments; screens visitors and telephone calls; - Performs a full range of office management and comprehensive administrative support functions providing direct assistance, to the Chief; monitors the schedule of supervisor and arranges for meetings and appointments; and brings attention to upcoming deadlines; prepares travel documents and follows up on travel arrangements for the division; drafts and prepares official routine correspondences and replies; acts as a liaison between different departments, ensuring effective communication and coordination; attends and coordinates staff meetings, reserves equipment, and conference rooms for presentations and meetings provides support to committees, ad hoc task forces, and other department-wide activities. - Monitors and manages annual and short-term requirements for office supplies, processes payments for vendors and suppliers; manages purchase requests, follows up on procurement processes; coordinates logistical preparations for workshops, conferences, and events; acts as a member of the tender opening committee when required. - Conducts routine research; gathers and compiles information, contacts organizations, departments, and/or units to obtain information or coordinates activities as required; checks, analyses and consolidates various received statistical reports. - Assists in managing budget using ERP system, maintaining accurate records, and monitoring expenditures. - Verifies bills against set terms and conditions, ensuring accuracy and compliance;. ensures eligibility of beneficiaries for services and coordinates timely data entry. - Assists in coordinating HR matters, including but not limited to, new appointments, separations, and overtime. - Perform other duties as 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. -Applying Technical Expertise -Relating and Networking. -Planning and Organizing -Coping with Pressure and Setbacks Education- Successful completion of fully secondary education. - Two years diploma in business and office practice or related discipline. Job - Specific QualificationNot available. Work ExperienceAt least four years of relevant experience, preferably in administration, and /or office management is required. Experience in MS Office applications is required. Successful completion of full secondary education; Two years diploma in business and office practice or related discipline, is required Confident command of written and spoken English and fluent in Arabic, is required. Indicate your current involvement in any outside activities, as it is required. Including but not limited to employment, independent contractor/freelance consultant, board member (corporate, academic, etc), expert group, lobby, public speaking/writing (article, book, blog, social media etc), teaching, conferences, training, press statement, voluntary work, political activity, fundraising/donation for non-UNRWA entity, running for public office, role in political party or orgs., owning business, work for gov./NGO/private company/charity, UNRWA partner/vendor, full/part-time, paid or not. A “yes” answer doesn’t necessarily lead to exclusion from future work at UNRWA, yet misrepresentation in providing accurate/complete info can lead to disqualification/termination of appointment, if hired. 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).