Project Support and Admin Officer

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Description

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UNRWA 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.

Responsibilities

Project 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.

Education

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

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.

Source: https://careers.un.org/jobSearchDescription/233054?language=en

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