Administrative Assistant

New York City | Washington D.C

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UNITED NATIONS RELIEF AND WORKS AGENCY

FOR PALESTINE REFUGEES IN THE NEAR EAST

UNRWA

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 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 funded almost entirely by voluntary contributions. UNRWA is the largest UN operation in the Middle East with more than 30,000 staff. For its international team, UNRWA is seeking to employ a qualified:

Administrative Assistant

Vacancy Announcement Number15-FO-NY-39 Grade G-6 Deadline for Applications 19 September 2015

(12 September 2015 for internal applicants) Duty Station New York

Under the direct supervision of the Director UNRWA Representative Office in New York, the Administrative Assistant is responsible for providing administrative, clerical and substantive support to the Director (D1), the Senior Liaison Officer (P4) and the Associate Liaison Officer (P2) in UNRWA Representative Office in New York. In accordance with the established Agency policy and procedures, the incumbent will:

Primary Duties and Responsibilities

· Provide secretarial, clerical and administrative support to the Director and other staff of the Office; assist the Office in contacts with UN organizations, international bodies, diplomatic missions and the public as required; draft correspondence and Note Verbales to governments as required; handle public inquiries and requests for information as required; assist the Office in the organization of events and conferences through booking rooms, arranging receptions, contacting providers and participants, as well as any other support needed;

· Maintain efficient organization of the NY Representative Office, including personnel and attendance records files, supplies and equipment, and stocks of public information materials; supervise the flow of all incoming documentation, including UN documentation, and order copies of documents as required; serve as Procurement Officer for orders (including supplies and computer software) placed by UNRWA and follow up as required; handle requests for security clearance, visas and UN ID cards issuance as well as other relevant UN documentation coordination;

· Prepare and dispatch pouches to UNRWA HQ and handle the receipt and documentation of incoming pouches; handle other mail functions, including dispatch and receipt of express mail parcels to/from UNRWA HQ and Fields; distribute UNRWA documents originating in the duty station HQ and Field Offices to recipients on mailing lists maintained by the Liaison Office; distribute press releases to the electronic mailing list and emergency appeals/ letters/ invitations to Member States on different subjects;

· Keep Representative Office accounts and facilitate payment of bills (telephone, fax, office equipment and supplies, etc.); maintain operation of the office Imprest Fund; check statements of account incoming; deposit contributions received into UNRWA account at a local bank, inform Finance Department and External Relations and Communications Department accordingly and acknowledge receipt of these contributions as necessary;

· Actively help the Office in organizing the visit of UNRWA staff to New York including booking hotels, scheduling meetings and any additional support as required; support the Office staff in the organization of their visits to the Middle East and elsewhere, as necessary.

Professional Knowledge and Experience

· Completed secondary school certificate;

· At least six years of progressively responsible administrative work experience, in an international, governmental or commercial organization, or embassy;

· Excellent command of written and spoken English.

Competencies

· An energetic individual with the ability to organize and manage multiple demands with diplomacy and conscientiousness;

· Attention to detail and deadlines;

· Ability to work under pressure, professionalism, sound judgment and foresight;

· Integrity and cultural sensitivity and support of the Organization's corporate goals;

· Excellent interpersonal and communication skills;

· Excellent skills in the use of personal computers and standard software applications used by the Agency such as MS Word, Excel, Access, Outlook and other applications.

Desirable Qualifications

· Completed diploma in administration or secretarial support and / or a university degree in Business Administration or related field;

· Familiarity with the UN/ UNRWA system and practices;

· Working knowledge of other UN languages is an asset.

Equivalency

When the minimum requirements are not fully met, the Human Resources Department may substitute part of the unmet requirements under UNRWA’s equivalency determination guidelines with a combination of relevant academic qualification, additional professional training and/or progressive relevant work experience. Note: Work experience alone or formal qualifications with no relevant work experience are not considered sufficient for an equivalency determination.

Conditions of Service

The Administrative Assistant GS-6 at UNRWA Representative Office in New York is a local post. UNRWA offers an attractive compensation package including annual net salary starting at US$50,711 net tax free, other benefits, subject to eligibility, include dependency allowance, pension fund, health insurance and 6 weeks annual leave.

How to Apply

To start the application process, applicants are required to register at http://jobs.unrwa.org by creating a personal profile and completing UNRWA Personal History Form.Please note that UNRWA only accepts degrees from accredited educational institutions. Only applications received through http://jobs.unrwa.org will be considered. Due to the large number of applications received for UNRWA vacancies, only applicants short-listed for interview will be contacted.

The United Nations does not charge fees at any stage of the recruitment process (application, testing, interviewing, etc). The United Nations does not concern itself with information related to bank accounts.

General Information

UNRWA welcomes applications from qualified candidates with disabilities.

UNRWA is a United Nations organization whose staff are expected to uphold the highest standards of integrity, neutrality and impartiality. This includes respect for and commitment to human rights, diversity, and non-violent means of dealing with all kinds of conflict. UNRWA staff are expected to uphold these values at all times, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for UNRWA jobs. UNRWA is a non-smoking work environment.

The statutory retirement age for staff entering or re-entering service in the UN Common System after 1 January 1990 is 62 and 65 after 1 January 2014. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

The Agency reserves the right not to make an appointment, to make an appointment at a lower grade, or to make an appointment with a modified job description.

On appointment, all individuals will be asked to sign a self-attestation, confirming that they have not committed, been convicted of, or prosecuted for, any criminal offence and that they have not been involved, by act or omission, in the commission of any violation of international human rights law or international humanitarian law.

Date of issue: 30 August 2015 / LF

To start the application process, applicants are required to register at http://jobs.unrwa.org by creating a personal profile and completing UNRWA Personal History Form.Please note that UNRWA only accepts degrees from accredited educational institutions. Only applications received through http://jobs.unrwa.org will be considered. Due to the large number of applications received for UNRWA vacancies, only applicants short-listed for interview will be contacted.

The United Nations does not charge fees at any stage of the recruitment process (application, testing, interviewing, etc). The United Nations does not concern itself with information related to bank accounts.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: UNRWA - United Nations Relief and Works Agency for Palestinian Refugees
  • Location: New York City | Washington D.C
  • Grade: Mid/Senior - Internationally recruited position - Mid/Senior level
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2015-09-19

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