Administrative Assistant

Org. Setting and Reporting

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. – Supervisor: Reports to the designated supervisor. – Supervisees: As applicable, supervises general service staff.

Responsibilities

• Handles administrative functions including documentation, correspondence, arrangement for meetings, and mail, escalating issues to their supervisor as necessary; receives and responds to inquiries from staff members on a daily basis; updates and circulates internal communications lists regularly; utilizes computer software to prepare statistical reports and gathers necessary information as required.
• As requested, follows-up on actions related to the administration of the relevant programme / department or office; actions include Human Resource activities, e.g., new appointments, separations, movement of staff, service accidents, Acting Appointment Allowance (AAA), Daily Paid Workers (DPW), Group Medical Insurance (GMI) cards issuance, etc.
• In Field Administration Office (FAO), follows up on general services, including on preparation and renewals of lease agreements and service contracts; as applicable, handles mail operations and prepares manifests and pouches; maintains records of receipt, mailing dates, and other required information, ensuring their timely and proper dispatch.
• Drafts and prepares ERP transactions, i.e., Purchase Orders (POs), Requisitions, Warehouse Stock Transfer Orders (WSTO) related to various events, meetings, medicines and hospital supplies and projects for the procurement of services, goods, and utilities in coordination with Procurement and Finance Offices; assists in the preparation of tender documents, invitations to bids, and requests for proposals; maintains control systems for supplies, equipment, and furniture; in coordination with concerned parties, ensures the operation of equipment through preventive maintenance and coordinates repairs as necessary; processes bills related to the assigned service.
• Assists in the preparation and review of finance matters related to the preparation and review of budget, expenditure, wages sheets, service contracts and special service agreement; monitors annual requirements for office supplies keeping track of these for budget preparation and monitoring purposes. In Health Centres, covers various responsibilities within healthcare operations, including patient eligibility verification, registration, patient Electronic Medical Records (EMR) management, appointment scheduling and re-scheduling, patient flow management, support EMR data quality assurance , referral management, and statistical patient registration report generation.
• In Area Health Offices, compiles information on the daily movement of patients referred to contracted hospitals and institutions through daily visits; meets patients and prepares the necessary forms; ensures compliance with related hospitalization instructions after verification of the eligibility for admission to hospital and data entry of invoices in the respective computerized system.
• Arranges and provides logistical support for meetings, workshops, and events and coordinates with various units and departments for official correspondences. Coordinates dispatching of vehicles as applicable.
• Perform other duties as assigned by the supervisor.

Work Experience

• At least two years of experience in administrative work is required.

Languages

• Confident of spoken and written English.

Source: https://careers.un.org/jobSearchDescription/239463?language=en