Org. Setting and Reporting

UNRWA, 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.

Competencies

UN 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

Education

A university degree in business administration, or related field from an accredited educational institution is required.

Job – Specific Qualification

Not available.

Work Experience

At 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.

Languages

English 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).

Required Languages

LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level IIArabicUN Level IIUN Level IIUN Level IIUN Level II

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Type of Contract: Fixed Term Appointment for 1 year, subject to the availability of funds, satisfactory performance, and continuing need. Grade and Salary: Grade 14 Monthly basic salary JD 919.80. Other benefits: Other 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 dependency allowance (if applicable). Additional benefits: – 2 days of sick leave for each completed month of service. – 14 weeks of Maternity Leave. – 2 weeks paternity leave. This vacancy notice is open to INTERNAL CANDIDATES ONLY. Only candidates residing in Amman, 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. – The incumbent may be required to travel in the Agency’s area of operations. – The incumbent may be required to work outside normal duty hours and on call basis. Preference will be given to registered Palestine refugees and candidates assisting the Agency to meet its commitment to gender parity. 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 Personal History Profile (PHP) should be completed with full work experience under the experience tabs as per the requirements in the Job Opening. All university degrees must also be stated, where applicable. UNRWA personnel must ensure adding their contract type and grade level. 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. Given the large pool of applicants, only shortlisted candidates will be contacted for further assessment. 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. Providing incorrect or misleading information on an application form will result in the immediate disqualification of the candidate. Advertisements published in English will only accept applications in English, other language submissions including Arabic will not be considered. UNRWA welcomes 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 post or a similar post, when the need arises. 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. The Agency disqualifies 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 while a misconduct process was 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 while an investigation and/or disciplinary process for misconduct is underway; and those individuals may be prohibited from employment with the United Nations. 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 Considerations

Staff 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 Fee

THE 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.