Administrative Officer B - Internal and external candidates - RSSP Field Office Jerusalem - Fixed Term - Grade

Org. Setting and Reporting

The incumbent is responsible to the Chief/ Head in Field Office and is responsible for providing necessary administrative support to assigned office at Field programme or at the Area level.

Responsibilities

In accordance with the Agency’s policy and procedures, the incumbent is responsible for the following administrative support duties:

(A) Budget and financial support, including:

i. Supporting the biennium and yearly budget by preparing the departmental operating and project budget estimates;

ii. Establishing internal financial controls to ensure budget and financial online systems are maintained in an accurate and timely manner;

iii. Monitoring and tracking budget for the assigned unit including the preparation of Budget Allotment Adjustments;

iv. Preparing for and drafting responses to audit requests.
(B) Human resources support, including:

i. Preparing staffing table proposals and RPAs; maintaining staffing table records;

ii. Coordinating with HRD the recruitment of area staff and consultants by initiating requests for vacancy announcements, facilitating interviews and drafting and administering the contracts;

iii. Drafting and administering Special Service Agreements and Limited Durations Contracts.

(C) Procurement and contracting support, including:

i. Administering, verifying, and finalizing the preparation of Service Contracts and Consultancy Contracts;

ii. Administering procurement and logistical operations including tenders, quotations, purchasing orders, etc.; handling and controlling the preparation of Lists of Requirements (LoRs);

iii. Maintaining contacts with local vendors and suppliers in order to meet non-standard purchase requirements.




(D) Assets management support, including:
i. Acting as a custodian of consumable supplies in his/her assigned unit, including (as available) seals, stamps and archives;

ii. Handling surplus, obsolete or unserviceable equipment via coordinating with Information Systems Division (ISD) and Field Property Inspection Officer (FPIO), and/or keeps detailed updated records of the assets status and produces the appropriate equipment status reports accordingly;

iii. Coordinating maintenance of assets including building maintenance and repair, vehicles, generator maintenance and management.

(E) General administrative and filing support, including:

i. Collecting, compiling and preparing analysis of statistical data related to the programme/service; maintaining up-to-date records and files on the Department activities and staff;

ii. Contacting other Departments and Divisions; obtaining or coordinating material on information as/and when required;

iii. Maintaining filing /archiving system for service contracts, special service agreements and casual labor and ensures records are up to date.


(F) Safety and security support (as applicable for the assigned unit), including:

i. Assisting, in coordination with the Safety and Security Unit, the implementation of office security requirements in unit installations to ensure overall compliance with UN security standards;

ii. Acting as security focal point within the assigned unit and maintaining the security and safety of the building through the supervision of guards and cleaners.

(G) Other specific functional support (as applicable for the assigned unit) , including:

i. Assisting in the administration of fellowships/grants, as available;

ii. Maintaining up-to-date records of the Department projects and prepares progress reports on the implementation of funded projects;

iii. Managing logistical preparations for workshops, conferences and meetings.

(H) Performs such other duties as may be assigned.

Competencies

(i) Very good drafting skills in English and Arabic;

(ii) Excellent computer skills, especially in MS application used in the Agency, such as Work, Excel, Internet Explorer and Outlook;

(iii) Ability to take initiative and work in a logical and accurate manner;

(iv) Excellent communication skills; effective team member;


(v) Ability to work under pressure;

(vi) Knowledge of protocol norms.

Education

A university degree in business administration, or related field.

Work Experience

At least three years’ experience required in administrative support, procurement, human resources, finance or other related functions, of which two years in a large/international organization

Languages

Very good command of written and spoken English and Arabic.

Special Notice

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View this Job Posting in Arabic (Common mistakes)
UNRWA is committed to achieving gender parity at all levels of staffing under the current
UN-wide gender agenda and strongly encourages applications from qualified women.
UNRWA welcomes applications from qualified candidates with disabilities.
* Conditions of service
-Type of Contract: Fixed Term Appointment
- Duration of Contract: 3 years including 1 year probation period, with the possibility of
further extension, subject to the availability of funds, satisfactory performance and continuing
need.
Monthly basic salary USD 1410.7, payable in JD at UN monthly exchange rate, plus an
allowance of 1000 NIS payable in JD at UNRWA rate.
Other benefits include:
•Provident Fund contribution (15.2% of basic salary paid by the Agency).
•Dependency allowances (if applicable).
•30 days of annual leave.
•Compulsory medical insurance.
* DESIRABLE QUALIFICATIONS:
Valid driving license.

ADDITIONAL INFORMATION:
The incumbent will be required to travel in the Agency’s area of operations.
* Equivalency:
Equivalency may apply for this post.
When the minimum requirements are not fully met, the Director of Human Resources may
exceptionally substitute part of the unmet requirements with a combination of relevant
academic qualifications and progressive relevant work experience.
NB: Work experience alone or formal qualifications with no relevant work experience are not
considered an acceptable combination.
For guidance on how to prepare for competency-based interviews:
https://careers.un.org/lbw/home.aspx?viewtype=AYI
* Important information
1-This vacancy notice is open to internal candidates. Only candidates residing in
West Bank or Jerusalem, and within commuting distance of the duty station with
authorization to
work in the duty station at the time of application are eligible to apply. The Agency will not
assume responsibility or accountability to support or facilitate the issuance of work permit in
West Bank/ Jerusalem, and without a valid work permit, the appointment may be rescinded.
2- Preference will be given to registered Palestine refugees and candidates assisting the
Agency to meet its commitment to gender parity. UNRWA welcomes applications from
qualified candidates with disabilities.
3- A roster may be created from the selection exercise, and successful candidates may become
eligible for appointment to the same post or a similar post.
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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
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UNRWA, the largest United Nations operation in the Middle East with over 30,000 staff
working across five areas of operation, is looking for professionals like you.
UNRWA's human development goals
UNRWA is funded almost entirely by voluntary contributions from UN member states,
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is to help Palestine refugees achieve their full potential in human development under the
difficult circumstances in which they live.
How can you make a difference?
You will be joining a team of around 4,000 staff in the West Bank Field Office working to
foster the human development of some 800,000 registered Palestine refugees.
For more details on UNRWA, please visit: https://www.unrwa.org/

United Nations Considerations

Staff members are subject to the authority of the Commissioner-General of UNRWA and to assignment by him or her.

UNRWA is committed to achieving gender parity at all levels of staffing under the current UN-wide gender agenda and strongly encourages applications from qualified applicants from under-represented groups.

At UNRWA, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. UNRWA is committed to creating a diverse and inclusive environment of mutual respect. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

UNRWA Considerations
UNRWA staff are expected to uphold the highest standards of efficiency, competence, neutrality, impartiality and integrity. This includes respect for and commitment to human rights, diversity and non-violent means of dealing with all kinds of conflict. Only persons who fully and unconditionally commit to these values should consider applying for UNRWA jobs. Candidates will not be considered for employment with UNRWA if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. The Agency may disqualify applicants who have separated for reason of misconduct, who left a UN Agency while misconduct processes were pending, or who appear on the UN Sanctions List.
UNRWA is a non-smoking work environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

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