Administrative Assistant (Brussels)

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 Assistant reports to the Director, UNRWA Representative Office for Europe.

Responsibilities

Provides administrative support to the Office Director and other staff members by organizing meetings, including with high-ranking officials, and handling logistics for online/teleconferencing. Arranges travel, drafts documents and correspondence, and provides translation in French and Dutch. Coordinates with government authorities on administrative and diplomatic procedures for UNRWA international staff in Belgium . Maintains contact with the European Union (EU) and diplomatic protocols for coordinating meeting logistics, collaborates with other UNRWA departments and the UN Brussels Team, handles information requests and inquiries, including refugee cases, and manages reception duties and oversees mail processing. Manages office calendar and shares information with staff, assists in updating office’s electronic filing and contact databases for outreach and communications. Ensures compliance with Agency policies and updates, advises on new developments. Manages IT service requests and resolves IT issues, identifies technology needs, and maintains office equipment, software, and systems. Cooperates with office premise managers on administrative and logistical aspects, including access passes, keys, parking permissions, and physical space planning. Provides support in Human Resources matters related to the following: – Oversees compliance of Brussels Office staff with HR requirements in cooperation with HQ Amman International Personnel Services in areas such as leave monitoring, teleworking and mandatory staff courses. – Provides support to Brussels staff members during onboarding and separation. – Assist with the recruitment of new Staff and other complementary modalities such as Consultants, Individual Service Providers (ISPs) and interns; administers their contracts and monitors ISP Payments. – Inducts new interns; enters ISP and interns’ data into the REACH system and HRD SharePoint. Manages office imprest fund and bank account, verifies invoices against provided goods and services, and processes payments, including travel entitlements. Performs specific functions in the REACH system, monitors expenditures against the budget, making adjustments as needed. Manages bank transactions, prepares monthly imprest reports, responds to expenditure inquiries from HQ, and prepares quarterly VAT reports for the Belgian Ministry of Finance. Drafts the annual office operational budget, liaises with local banks on matters like powers of attorney, and coordinates with finance and budget staff on budget reviews and year-end account closures. Procures office supplies, equipment, furniture and services; performs the necessary REACH system functions; manages service contracts, liaises with service providers to ensure compliance with contracts and quality delivery of services; identifies new contractors and negotiates new price rates as necessary; consults with UNRWA HQ Procurement Department on more complex matters; collaborates on local procurement matters with UN Country Team as necessary. Manages security-related matters of the Brussels office on behalf of the office Director; assists in monitoring the implementation of security policies, practices and procedures; submits up-to-date lists of the Brussels Office personnel and eligible family members and all mandatory reports to UNDSS Belgium in a timely manner; immediately reports all security-related incidents involving the office personnel and eligible family members to UNDSS Belgium; serves as a member of the Security Cell and attends the Security Management Team meetings as an observer; Communicates security/emergency alerts from UNDSS Belgium to Brussels Office staff and carries out staff head counts as necessary and leads fire drills. Provides general support to events and communications related actions organised by the Brussels Office, and as necessary, assisting with logistical, contractual and finance related arrangements; As needed, assists in disseminating UNRWA communication materials such as press releases, official statements, etc.

Competencies

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 Coping with Pressure and Setbacks Relating and Networking Applying Technical Expertise Following Instructions and Procedures Ability to use personal computers and standard software applications such as MS Word, Excel, Access, Outlook, Microsoft Office, Microsoft Teams, SharePoint, REACH and other applications. For guidance on how to prepare for competency-based interviews: https://careers.un.org/lbw/home.aspx?viewtype=AYI

Education

Successful completion of full secondary education. Two-years post-secondary diploma in Business Administration, Human Resources Management, Finance or related subject.

Job – Specific Qualification

Not available.

Work Experience

At least six years of relevant experience in administrative work in an international, governmental or commercial organization, or embassy/mission to the UN or UN agencies is required. Successful completion of full secondary education is required. Two-years post-secondary diploma in Business Administration, Human Resources Management, Finance or related subject is required. Experience with budgetary matters is required. A university degree in business administration / political studies or related field form an accredited educational institution is desirable. Familiarity with UN/UNRWA systems and practices is desirable Working knowledge of another UN language, if possible French is desirable. Working knowledge of Dutch an asset is desirable.

Languages

Excellent command of written and spoken English is required. Working knowledge of another UN language, if possible French is desirable. Working knowledge of Dutch an asset is desirable.

Assessment

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

Special Notice

Type of Contract and duration: 2 years, with the possibility of further extension. The Administrative Assistant GS-6 at UNRWA Representative Office in Brussels (EU) is a local post. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Applicants have to complete the Personal History Profile (PHP) in inspira in order to be considered. The PHP should be completed with full relevant work experience as per the requirements in the Job Opening, in order to be considered. UNRWA welcomes applications from qualified candidates with disabilities. Join our eco-friendly organization dedicated to environmental sustainability and targeting to be plastic free by 2025. A roster may be created from the selection exercise, and successful candidates may become eligible for an appointment to the same post or a similar post. NB: work experience alone or formal qualifications with no relevant work experience are not considered an acceptable combination. 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.