Administrative Officer – Internally for UNRWA staff only

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. The incumbent of the post is responsible to the designated supervisor. The incumbent of the post supervises a team of general services staff

Responsibilities

Manages budget planning and financial control processes by preparing operating and project budget estimates and establishing internal financial controls; monitors budget expenditure, prepares Budget Allotment Adjustments (BAAs), and drafts responses to audit requests; prepares periodic reports on budget updates and suggests alternative plans for utilizing balances; assists in developing and implementing procedures for accurate reporting. Effectively coordinates with Human Resources Office/Department on actions relevant to the administration of human resource activities, e.g., the recruitment of staff and consultants, initiating vacancy announcements, performance appraisal, attendance, separation of staff members, etc.; administers contracts of Individual Service Provider (ISP) and Limited Duration Contracts (LDCs) if any; prepares staffing table proposals.

• Provides assistance to staff members during onboarding and separation. Translates documents from Arabic to English as required Oversees work related to procurement operations and billing; verifies service contracts and maintains relationships with vendors and suppliers; prepares yearly procurement plans and handles logistical operations for tenders, quotations, and purchasing orders; as applicable, chairs the Tenders Opening Committee, ensuring that the process is duly followed as per Agency procurement policies. As applicable, supports on all issues related to protocol and meetings with donors and host government officials; assists in contacts with UN organizations, international bodies, government officials, diplomatic missions and the public as required.
• Acts as custodian of consumable supplies, handles surplus equipment, coordinates maintenance, and manages building and vehicle maintenance. Compiles and analyzes statistical data, maintains up-to-date records, and coordinates with other departments for information as required; establishes and maintains comprehensive filing and archiving systems for contracts, agreements, and related documents, ensuring easy access, accuracy, and compliance with organizational standards and legal requirements; implements systematic categorization and indexing methods to facilitate efficient retrieval of critical information, contributing to streamlined administrative processes and enabling prompt responses to inquiries and audits. Assists in the administration of fellowships/grants, maintains records of department projects, prepares progress reports, and manages logistical preparations for workshops, conferences, and meetings.
• Supervises Administrative Assistants, providing guidance, training, and ensuring adherence to policies; monitors work quality, conducts performance evaluations, and addresses queries or issues. As applicable, coordinates office security requirements, acts as a security focal point, and in coordination with guards and cleaners, ensures prescribed safety measures are in place.
• As relevant to specific roles, supports the development, implementation, and reporting of Agency-wide ‘Greening of the UN’ initiatives; builds and maintains relationships with external stakeholders and attends meetings to facilitate communication and updates; coordinates data collection from Field and HQ offices for the Annual Greening Report. Performs such other duties as may be assigned.

Education

• A first university degree from an accredited educational institution in business administration, finance, human resources or a related field.

Work Experience

• At least four years of experience in administrative support, procurement, human resources, finance or other related functions, is required. including two years in a large international, governmental or non-profit organization, using computer-based financial systems, is required.

Languages

• Fluent of spoken and written English.

Source: https://careers.un.org/jobSearchDescription/242595?language=en