Administrative Officer B (Internally Only)

UNITED NATIONS RELIEF AND WORKS AGENCY

FOR PALESTINE REFUGEES IN THE NEAR EAST

UNRWA

Internal Vacancy Announcement

Administrative Officer B

Vacancy Announcement Number

18-AR-AM-11

Grade

13

Deadline for Applications

31 July 2018

Duty Station

HQ Amman, Jordan

­­­­­­­­­­The incumbent is responsible to the Director of Internal Oversight Services (DIOS). The position provides support to the DIOS and other departmental staff; in accordance with the established Agency policy and procedures, the incumbent will:

Primary Duties and Responsibilities

•         Provide support to the DIOS and other departmental staff members relating to travel and missions including completion of travel requests, Travel Subsistence Allowance (TSA) advances, and security clearances; organize meetings and meetings schedules and transport; keep track of the validity of travel documents, visa and residency permits and ensure timely renewal; maintain and update leave records; ensure that desk space, telephone, email, internet access are provided to newly appointed employees; ensure availability, proper distribution and control of stationery, printer and paper supplies;

•         Organize and coordinate the logistical and practical preparations of the Advisory Committee of Internal Oversight  (ACIO) meetings and other IOSD meetings; request meeting venue; organize transport and accommodation for participants; organize and follow up on the timely issuance of required visas for participants; prepare documents as required including photocopying and printing of large documents and organize translation, recording etc. ;

•         Provide support to DIOS as it relates to budget and financial issues; coordinate with the Finance Department to process expenditures for the Internal Oversight Services Department (IOSD); establish internal budget databases/monitoring for DIOS and tracks all expenditures and budget balance; provide a monthly status report on expenditures, balance and expenditure rates;

•         Proof-read and format audit, evaluation and investigation reports, other documents and spread sheets; prepare computer-aided diagrams, timelines, charts and presentations;

•         Develop and manage the IOSD filing system; maintain and update the relevant databases, drives, and schedules; manage  the Director’s schedule and other IOSD staff members’ schedules as required;

•         Prepare and follow up on payments in respect of special service agreements, service contracts and temporary assistance requests;

•         Take minutes of staff meetings and other meetings as required; follow up with participants to ensure accuracy of minutes and circulates finalized minutes;

•         Assist in the preparation of yearly work plans; collect, compile and analyse statistical data related to the Department.

Professional Knowledge and Experience

•         A university degree from an accredited educational institution preferably in business administration, public administration or other related discipline; OR;

•         Other university degree from an accredited educational institution plus training in office management or business administration;

•         Three years' relevant experience, preferably in administration, human resources and / or office management;

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

Competencies

•         Ability to work in a team;

•         Flexibility and willingness to learn new skills related to modern office     procedures;

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

•         Budgetary, typing and filing skills;

•         Very good written and spoken communication skills;

•         Proven ability in establishing effective work relationships;

•         Ability and willingness to take initiative;

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

•         Ability to plan own work and manage conflicting priorities;

•         Ability to work under pressure.

Desirable Qualifications

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

•         Prior experience with UN organizations.

Equivalency

When the minimum requirements are not fully met, Field Director for Field Area staff and Director of Human Resources for Headquarters Area staff, in consultation with the concerned supervisor 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 773.50. 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.

Date of issue: 18 July 2018/RJ