Senior Administrative Assistant

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Description

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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: Based on location, the incumbent may be responsible to either the Chief Area Office, Chief of Programme, Head of Support Department and/or Administrative Officer, as applicable. Supervisees: The incumbent may supervise general services staff.

Responsibilities

• Performs a full range of office management and comprehensive administrative support functions providing direct assistance, depending on post location, to Chief of programme/ department head or area office; monitors the schedule/s of supervisor/s and arranges for meetings and appointments; and brings attention to upcoming deadlines; prepares travel documents and follows up on travel arrangements for the division/office/section; drafts and prepares official routine correspondences and replies; acts as a liaison between different departments, ensuring effective communication and coordination; attends and coordinates staff meetings, reserves equipment, and conference rooms for presentations and meetings provides support to committees, ad hoc task forces, and other department-wide activities.
• Monitors and manages annual and short-term requirements for office supplies, processes payments for vendors and suppliers; manages purchase requests, follows up on procurement processes; coordinates logistical preparations for workshops, conferences, and events; acts as a member of the tender opening committee when required.
• Conducts routine research; gathers and compiles information, contacts organizations, departments, and/or units to obtain information or coordinates activities as required; checks, analyses and consolidates various received statistical reports.
• Assists in managing budget using ERP system, maintaining accurate records, and monitoring expenditures.
• Verifies bills against set terms and conditions, ensuring accuracy and compliance;. ensures eligibility of beneficiaries for services and coordinates timely data entry.
• Assists in coordinating HR matters, including new appointments, separations, and overtime.
• Perform other duties as assigned by the supervisor

Education

• Successful completion of full secondary education; • Two years diploma in business and office practice or related discipline.

Work Experience

• At least four years of relevant experience, preferably in administration, and /or office management is required.
• Experience in MS Office applications is required.
• Two years diploma in business and office practice or related discipline is required.
• Are you currently residing in Duty Station. Please specify your current location. It is required.

Languages

• Confident command of written and spoken English and Arabic. Please list all languages that you know including your mother tongue and indicate your proficiency level from the drop-down list provided in the system considering the below: If you possess a very good to excellent level of proficiency in English language, kindly indicate this as “Fluent” in your application. If you possess a good level of proficiency in English language, kindly indicate this as “Confident” in your application. If you possess a basic level of proficiency in English language, kindly indicate this as “Basic” in your application.

Source: https://careers.un.org/jobSearchDescription/240898?language=en

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