Administrative and Vendor Associate, LDC [Temporary]

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.

Administrative & Vendor Associate reports to Head of Policy & Compliance Monitoring

Responsibilities

Vendor Management

- Serves as the focal point for Vendor Management, process vendor registration requests from field offices and HQ, review and register new vendors in a timely manner.¿This includes the maintenance and update of the existing systems and vendor database.

- Perform independent and weighted compliance and due diligence checks and verifications, using different tools and processes, when handling vendor creation or vendor amendment requests, in line with the internal vendor management processes and procedures.

- Conduct periodic reviews of vendor data to ensure compliance with procurement policies and regulations.¿

- Carries out regular and frequent spot checks on vendors, in line with the established KPIs and monitoring mechanisms.

- Contribute to strengthening the compliance, the internal controls and the monitoring initiatives pertaining to vendor management.

- Provide guidance and training to stakeholders, ensuring open and clear communication with all of them, prepare and deliver training and training materials.



Administration

- Performs a full range administrative support functions and provides direct assistance as requested to the CSSD senior management. Ensure queries regarding all travel, visa and all other related administrative items are answered in a timely fashion and manage any required follow-up.

- Support in the organization of meetings and calendar.

- Act as focal point for onboarding on new staff in CSSD by support and coordination for allocation of space, desk and provide any other administrative support.

- Arrange travels for CSSD management including using the vehicle booking system. Receives, prepares and reviews required travel documentation, including travel authorizations in coordination with requesting staff and offices for proper record and reimbursement process.

- Manages the flow of CSSD management documents and facilitates effective access,¿tracking and retrieval of such documents by the division staff.¿

- Act as secretary for the bi- weekly management and action plan and follows up closely with Unit head of different management documents and presentations

- Respond to and draft a variety of generic communications, provide support to ad hoc task forces, and assist in organizing workshops and conferences upon request.

- Order supplies for departmental/divisional use and supervises distribution; maintain inventory records of equipment for staff members.

- Coordinate support services on SAP-Reach system, respond to user request in the department/division to manage Purchase Orders and Service Entry Sheet; Produce technical reports to comply analyse and verify statistical data.

Competencies

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.

- Communication: Speaks and writes clearly and effectively; listens to others.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals.
- Planning and organizing: Develops clear goals that are consistent with agreed strategies. And Identifies priority activities and assignments; adjusts priorities as required.
- Accountability: Takes ownership for all responsibilities and honors commitments.
- Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients.

For guidance on how to prepare for competency-based interviews: https://careers.un.org/lbw/home.aspx?viewtype=AYI

Education

- A university degree in business or public administration or other related discipline

- Very good skills in using Microsoft Word, Excel, PowerPoint, Access.

Work Experience

At least five years of experience in administrative work, preferably in vendor management, administration, procurement or related function are required.

Are you currently residing in Duty station. Please specify your current location. It is required.

Languages

Excellent command of spoken and written English.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Type of Contract: Limited Duration Contract (LDC), Band E. The Limited Duration Contract applies to external candidates and UNRWA internal candidates on LDC.

Duration of Contract:
9 Months - with the possibility of further extension, subject to the availability of funds, satisfactory performance and continuing need.

Grade & Salary:
LDC- Band E monthly basic salary ranges JOD 897.00.

Other Benefits:
Other benefits include compulsory medical insurance, 30 days of annual leave pro-rated to the duration of the contract where less than one year, and family allowance (if applicable).

This vacancy notice is open to internal and external candidates. Only candidates residing in Jordan, 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 Jordan, 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 or LDC Bands E to H 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:
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 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.

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.