Logistics and Administrative Assistant

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. For its local team, where, UNRWA is seeking to employ a qualified:

Logistics and Administrative Assistant

The incumbent of this post reports directly to Head Contracts Management Unit. In accordance with Agency policy and procedures, the incumbent will:

Primary Duties and Responsibilities

·         Manage the flow of section document and facilitate effective access, tracking and retrieval of such documents by the Section staff;

·         Receive, verify, and record the purchase requests and distribute the requests to the respective procurement officers;

·         Monitor, control and record the receipt and purchase requests to ensure timely submission in accordance with the procurement plan and check for any discrepancies;

·         Control records of the contract proposals submitted to the appropriate awarding authority, and enter them together with related purchase orders into the relevant database and tracking application;

·         Produce and keep reports on the outstanding purchase requests that are not completed; prepare sheets on tenders and RFQs showing the latest status including dates of openings, submission, and closure dates and distribute copies to the concerned parties;

·         Ensure that Section Head is aware of any item of special interest, check accuracy of correspondence prepared for signature to ensure conformity with the instructions and procedures and bring discrepancies to the attention of the originator; monitor supervisor’s schedule and make appointments, prepare minutes or summary of meetings and undertake follow-up actions;

·         Maintain and update the records on the suppliers’ performance and update Vendors’ files with the necessary documentation;

·         Carry out routine actions requiring the gathering and compiling of files and other information; contact other organizations to exchange information as required; respond to and manage the incoming calls.

Professional Knowledge and Experience

·         Successful completion of two years’ business course recognized by the Agency;

·         A minimum of four years’ clerical experience in procurement and logistics;

·         Excellent command of written and spoken English and Arabic.

Competencies

·         Excellent communications skills;

·         Ability to take actions proactively;

·         Proficiency in standard Agency computer applications.

Desirable Qualifications

·         Good working knowledge or training courses in business management or accounting;

·         Familiarity with procurement computer applications;

·         Good experience and knowledge in Shipping Terminology.

Equivalency

When the minimum requirements are not fully met, the Director of Human Resources, in consultation with Director of the Department of Administrative Support, may exceptionally substitute part of the unmet requirements with a combination of relevant academic qualifications, additional professional training and progressive relevant work experience.

NB: Work experience alone or formal qualifications with no relevant work experience are not considered an acceptable combination.

Conditions of Service 

The fixed term appointment is for 3 years including 1 year probation period. Monthly basic salary JD 598.30. Other benefits include monthly Provident Fund contribution (15% of basic salary paid by the Agency), compulsory medical insurance, 30 days of annual leave, and dependency allowance (if applicable).

How to Apply

Applicants are required to register at http://jobs.unrwa.org by creating a personal profile and completing an 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, only applicants short-listed for interview will be contacted. Please ensure that the e-mail address that you will indicate in your Personal History Profile is accurate, candidates shortlisted for test or interview will only be contacted by e-mail. No follow up phone calls will be made.

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 encourages applications from qualified and experienced women.

UNRWA welcomes applications from qualified candidates with disabilities. 

This vacancy notice is open to internal and external candidates. As an Area post, preference will be given to local candidates already based in the duty station of the post.

UNRWA is a United Nations organization whose staff are expected to uphold the highest standards of integrity, neutrality and impartiality. This includes respect for human rights, for diversity, and for 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 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: 16 February 2017/RJ