Administrative Officer C " Assistant to the Team Leader"

 

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, UNRWA is seeking to employ a qualified:

 

Administrative Officer C “Assistant to the Team Leader”

 

 

Place in the Organisation:

 

The incumbent of this post is responsible to the Team Leader, Operations Support Office and Field Protection Coordinator (TL-OSO/FPC), Jordan.

 

Primary Duties and Responsibilities:

 

Under the supervision of the OSO Team Leader / Field Protection Coordinator and in accordance with established Agency policy and procedures, the incumbent will provide support to the OSO/Protection Unit as follows:

 

Budget and Finance                                                                                                                        

1) Ensure all budgetary and financial requirements and controls, internally and externally; 2) Monitor and control financial expenditure and forecasting of the projects and budgets in coordination with concerned programme staff, service departments and the Field Finance Officer; 4) Ensure accurate and complete financial reporting and internal control including keeping track of project activities and related engagements; ensure proper entries in, and maintenance of. the Finance Management System (FMS) and all related records; 5) Confirm proposed financial obligations and disbursement for procurements and services for the protection/OSO projects and actions; Raise and verify obligation documents; Analyse and reconcile monthly obligation reports with budget expenditure reports; Evaluate and coordinate with the Finance Department on gaps between the actual financial situation and work plan targets and commitments; ensure all related procedures, records, controls, alerts and proposals for alternative to optimising use of funds and means at the service of the unit and its projects and actions;

 

Human Resources                                                                                             

 

• Ensure all required actions, processes and steps in support to the unit’s Human Resources administrative and strategic management, including recruitment, staff management and all HR records and follow-up;

Logistics, supplies, services                                                                            

 

• Ensure the provision and optimal use and functioning of supplies, services and equipment’s (including vehicles and facilities), as per plans, needs and possibilities; ensure maximum efficiency in procurements with full application of applying rules and procedures; maintain appropriate records and tracking; maintains an up-to-date inventory of all assets and ensure that adequate stocks are available to users;

 

Data management, analysis, monitoring, reporting                                      

• 1) Collect, compile and analyse all necessary data and information on the progress of the unit’s actions and projects implementation (including on General Protection, GBV, Child Protection, neutrality, legal aid, protection mainstreaming, training and awareness, OSO programmatic interventions etc.) for use in all monitoring and reports; provide all detailed, advanced analytical reports (figures, narratives) as required by the unit’s  management; Assists in the preparation and monitoring of yearly work plans; 2) Proactively maintain up-to-date records and files on the Unit’s activities, staff, administration, logistic and other relevant matters; 3) Maintain and ensure optimal use of neutrality, OSO and Protection databases ensuring the entry of accurate information, reviewing and tracking of information and accurate reporting for optimal availability of required in all databases in use by the Unit;

Events, meetings, administrative and related support                                 

 

• 1) Assists in organizing workshops, conferences, trainings,  awareness sessions and related activities as assigned; 2) Support the preparation and organisation (including minutes) of staff and other unit’s meetings as required; 3) Provide and manage all other administrative and clerical work of the Unit as required, in a dynamic and proactive way;

Others                                                                                                                 

 

• Performs other / related duties as assigned and necessary for the optimal functioning and management of the unit

 

Minimum Qualifications:

 

·         A university degree in business administration, public administration or other related discipline; OR

·         Other university degree plus training in office management or business administration.

·         At least five years' relevant experience, preferably in administration, human resources and / or office management.

·         Very good command of spoken and written English and Arabic.

 

 Desirable Qualifications:  

§     Knowledge of the Agency's regulations, rules and other administrative  issues;

§      Prior experience with UN organizations

Competencies

§     Excellent knowledge and solid experiences in accountancy, budgetary, financial, human resources, supply, contractual and  related office management capacities

§     Full proficiency in conducting data management, compilation, filing and analyses using relevant computer software and other applications including the use of database management tools and data analysis software;

§     Flexibility and willingness to learn new skills related to modern office     procedures and efficient office management;

§     Excellent knowledge of computer utilities, including MS Office applications;

§     Exceptional ability to work in a team;

§     Proven ability in establishing fruitful and effective work relationships with numerous stakeholders and interfaces;

§     Ability and willingness to take initiative; solid capacity to ensure results and systematic completion of deliverables and responsibilities

§     Good research,  analytical and problem-solving skills; good judgment;

§     Ability to work under tight deadlines with several pending tasks at times;

§     Strong ability to plan own work and manage conflicting priorities;

§     Very good written and spoken communication skills;

 

Equivalency:

 

When the minimum requirements are not fully met, the concerned Director 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.

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: 21 February 2017