ADMINISTRATIVE ASSISTANT A
Org. Setting and Reporting
UNRWA, the largest United Nations operation in the Middle East with over 30,000 staff working across five areas of operation, is looking for highly committed personnel wishing to make a change.
If you are looking for a rewarding opportunity to make a tangible difference for one of the most vulnerable communities in the world, UNRWA would like to hear from you.
The Administrative Assistant A reports to the Special Assistant to the Deputy Commissioner-General.
- Addresses administrative issues pertaining to the day-to-day running of the Deputy Commissioner-General’s Office (DCGO); provides a full range of administrative, logistical and office management support to the DCGO principals and staff; prepares briefing folders, travel arrangements, visas and hotel reservations for senior staff on missions;
- Classifies and files documents including confidential material and dispatches mail; maintains consolidated filing system for the Deputy Commissioner-General’s Office; carries out research requiring the gathering, compiling and photocopying of material required; contacts other organizations, departments and units to obtain or coordinate material or information as required; scans and circulates incoming and outgoing correspondence to relevant staff as instructed by the supervisor and other DCGO staff;
- Drafts/prepares and translates documents from Arabic to English as required;
- Maintains and updates the DCGO’s e-contacts and telephone lists for DCGO staff use;
- Monitors annual and short-term requirements for the DCGO’s office supplies; collects information on office needs; prepares orders and keeps track of such requirements for budget preparation and monitoring purposes;
- Deals with enquiries; screens visitors and telephone callers, handles routine correspondence and arranges for meetings and appointments and official social engagements for DCGO principals; assists in the preparation of the monthly records/reports;
- Checks the accuracy of information contained in the routine submissions, memoranda or letters as requested and brings discrepancies and urgent matters to the attention of his/her supervisor; records and transcribes dictated material; takes minutes of meeting as required.
UN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. Default managerial competencies may apply.
Planning and Organizing
Following Instructions and Procedures
Learning and Researching
Applying Technical Expertise
For guidance on how to prepare for competency-based interviews: https://careers.un.org/lbw/home.aspx?viewtype=AYI
(i) Successful completion of full secondary education;
(ii) Successful completion of post-secondary course of at least two years duration in
business and office practice or other related discipline.
(iii) A university degree in business administration or related discipline. (Desirable)
At least six years of secretarial administrative experience is required
At least two years as a personal assistant or senior secretary to a chief executive or equivalent in an international organization, government or large commercial or industrial entity is required
Are you currently residing in Amman? Please specify your current location is required
Successful completion of full secondary education is required
Successful completion of post-secondary course of at least two years duration in business and office practice or other related discipline is required
Good knowledge of UNRWA Staff Rules and Regulations is desirable
A university degree from an accredited educational institution in business administration or related discipline is desirable
Excellent command of written and spoken English and Arabic.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
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.
This vacancy notice is open to internal and external candidates. Only candidates residing in Amman, 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 Amman, and without a valid work permit, the appointment may be rescinded.
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.
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.
Only applications that have been fully completed in UNRWA’s online e-recruitment system Inspira will be considered and no late applications will be accepted. The PHP should be completed with full relevant work experience under the experience tabs as per the requirements in the Job Opening. All acquired university degrees must also be stated, if applicable. Applicants applying to positions for Grades 12 to 20 must submit a cover letter/motivational statement in order to be considered. Additionally, providing incorrect or misleading information on an application will result in the immediate disqualification of a candidate.
For UNRWA internal staff, they are required to specify and include their current UNRWA grade level. To do so applicants should select under “Category” RLG, scroll down to see all categories, then select their local grade.
Equivalency may apply for this post.
NB: Work experience alone or formal qualifications with no relevant work experience are not considered an acceptable combination.
Advertisements published only in English will only accept applications in English, and Arabic submissions will not be considered.
The Agency may disqualify applicants whose name appears on the UN Sanctions List or a UN database of staff separated for reason of misconduct or of staff who separated whilst misconduct processes were pending.
UNRWA shares investigation and misconduct information with other UN Agencies, and past and prospective employers, about staff members who have been separated for misconduct, or who have separated whilst an investigation and/or disciplinary process for misconduct is underway; and such persons may be prohibited from employment with the United Nations.
The Agency will immediately disqualify applicants who are ineligible for any reason in accordance with the Agency regulatory framework.
UNRWA is funded almost entirely by voluntary contributions from UN member states, regional bodies, business foundations and individual contributions. The mission of UNRWA is to help Palestine refugees achieve their full potential in human development under the difficult circumstances in which they live.
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 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.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.