Administration Officer B

Result of Service

By preparing drafts of correspondence, maintaining case files, managing complaints, organizing meetings, and providing logistical and financial support, the team ensures that all ethics-related activities are conducted smoothly and effectively. This meticulous administration fosters a culture of accountability and integrity within the organization, ultimately safeguarding the interests of staff and maintaining public trust in the agency’s operations.

Work Location

HQ Amman

Expected duration

5 Months. Till end of December 2024. Subject to renew based on satisfactory performance and availability of fund. Monthly Remuneration: 843.500 JOD

Duties and Responsibilities

• Preparing 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 Case Management System (CMS). • Assisting the Ethics Office team in the efficient organization and administration of ethics office activities, particularly in relation to protection against retaliation (PaR), conflict of interest disclosure programmes, and organization of trainings; • Assisting the Ethics Office in respect of its functions, including: o Assisting in respond and preparation of the Agency’s replies to complaints and conducting research into the procedural and substantive aspects of protection against retaliation initiated by the Agency staff as well as research and coordination as required regarding requests for confidential ethics advise, e.g a request that relates to contractual situation, or some advice related to Legal Office Staff Assistant (LOSA), Dispute Tribunal (DT), research and liaison may be needed; managing the ethics office mailbox. o Checking and following-up the complaints received in the inbox of the Ethics Office and referral upon consultation with the Ethics Office team; Organize weekly Ethics Office team meetings and keep records of the meetings follow-up on the actions and time lines Organize weekly case management meetings to discuss the caseload; update the related SOPs and case management committee forms • Providing support to the Ethics Office regarding budget and financial issues; coordinating with the Finance Department to process expenditures; establishing internal budget database and tracks expenditures and the budget balance; providing a monthly status report on the expenditure balance and rates; • Managing logistical preparations for Ethics Office workshops and meetings, including requesting workshop/meeting venue, organizing transport and accommodation for participants, organizing and following up on timely issuance of required visas for participants, preparing documents as required including photocopying and printing of large documents and organizing translations and recordings; the logistical preparation could be limited to Information technology platforms and communication tools such as MS-teams; • Providing support to the ethics office staff regarding residency documents, travel and missions including completion of travel requests, settlements, security clearances, and coordinates with transport, travel and visa offices; • Liaising internally with UNRWA departments and externally with vendors, suppliers, other external stakeholders as required; • Ensuring that stationary, printer and other office supplies are available, and that office equipment is maintained in good working order; • Providing administrative support to the Ethics Office projects, including the EU NEAR project as required; • Performs such other duties as may be assigned.

Qualifications/special skills

Required Qualifications: – A first university degree from an accredited educational institution in business administration, finance, procurement or related field. – At least three years of experience in administrative work, human resources and / or office management. Fluent command of written and spoken English and Arabic. The incumbent is expected to have solid and concrete competencies and skills as below: UN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. Planning and Organizing Applying Technical Expertise Coping with Pressure and Setbacks Microsoft Office skills, including Excel, Word, and PowerPoint Persuading and Influencing Written Communication and Documentation Desirable Qualifications: Experience in the United Nations or UNRWA SAP REACH experience Knowledge about the services and functions of the UNRWA Ethics Office

Languages

Fluent command of written and spoken English and Arabic is required.

Additional Information

The incumbent will work closely with the Ethics Office Team Members, and reports to the Chief Ethics Office.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.