Posting Title: Admin Assistant (MD-HQ & Fields), LDC, M3A

Job Code Title: Admin Assistant (MD-HQ & Fields)

Department/Office: United Nations Relief and Works Agency (UNRWA)

Duty Station: AMMAN Admin Assistant (Md-hq & Fields), Ldc, Amman, Jordan At United Nations Relief and Works Agency (UNRWA)

Posting Period: 26 April 2023 – 09 May 2023

Job Opening Number: 23-Management and Analysis-UNRWA-207669-R-Amman (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and ReportingThe incumbent of this post is responsible to the Director of Microfinance Department or to the Chief, Field Microfinance Programme, as applicable, and receives general guidance on policy, standards and performance from the Administrative Officer at the National Office or the Administrative Officer at HQ.

Responsibilities

In accordance with Agency policy and procedures, the incumbent:

•  Receives, sorts and records incoming mail: ensures supervisor is aware of items of special interest; locates and attaches referenced background material and distributes to other staff members as appropriate; makes photocopies of material required; drafts replies to routine correspondence; classifies and files documents including confidential material; and dispatches mail;
•  Checks the accuracy of correspondence prepared for supervisor’s signature, ensures its conformity with instructions and procedures and brings discrepancies to the attention of the originator;
•  Carries out routine research requiring the gathering and compiling of files and other information; contacts other organisations, departments and units to obtain or co-ordinate material or information as and when required;
•  Monitors supervisor’s diary and schedule and makes appointments; prepares travel documents and approvals; screens visitors and telephone callers for supervisor; brings to supervisor’s attention pending matters including deadlines;
•  Arranges for and may attend supervisor’s meetings; prepares minutes and/or summaries thereof and takes follow-up action, when required;
•  Performs typing and word processing duties including transcribing from recorded or dictated material;
•  Assists and coordinates with Administrative Officer at National Office or Administrative Officer at HQ on performing various administrative functions;
•  Is responsible for maintaining the files and records of the MD Director’s Office or National Office;
•  Ensures the provision and control of office supplies;
•  Performs such other duties as may be assigned.

Competencies

•  Ability to multi task, work under pressure and cope with heavy workload;
•  Thoroughness and attention to detail;
•  Ability to organize and plan own work;
•  Ability to maintain confidentiality.

Education

•  Successful completion of full secondary education;
•  Post high school diploma in secretarial work, office management, business, administration or a related discipline.

Work Experience

•  At least four years of experience in administrative and secretarial work, three of which should have been in providing service to a senior management position is required.
•  Experience in MS Office applications, including Word, Excel and PowerPoint.

LanguagesExcellent command of spoken and written Arabic and English.

Assessment

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

Special NoticeContract Status : Limited Duration Contract (LDC) ; up to 1-year renewable; based on continued need, fund availability and satisfactory performance. Appointment subject to funding confirmation. Benefits : Occupational Microfinance Salary Scale: ML3A, Monthly basic salary JD 483.400 fills. – Other benefits include compulsory medical insurance, annual leave, dependency allowance (if applicable). – Department :Microfinance – Duty Station :National Office/Fields OR Director’s Office/ HQ Desirable Qualification:

•  University degree in business administration, public relations or other related discipline;
•  Knowledge of UNRWA’s operations.
•  Provided very good understanding of the context of Palestine refugees and UNRWA operations. 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. General Information:
•  This vacancy notice is open to internal candidates 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.
•  Since the Vacancy is an Area Staff post, the Agency will not provide coverage for relocation costs.
•  Preference will be given to candidates assisting the Agency to meet its commitment to gender parity. UNRWA welcomes applications from qualified candidates with disabilities.
•  UNRWA encourages applications from qualified and experienced women.
•  A roster may be created from the selection exercise, and that successful candidates may be appointed to the same post. In the case of multiple or recurring posts, that a roster will be created from which the candidates will be selected for appointment;
•  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.
•  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.
•  Applications from UNRWA staff member who had been demoted with deferred eligibility for promotion will not be considered.
•  Applications from Staff members who were recipients under the Early Voluntary Retirement or Exceptional Voluntary Separation Schemes will not be considered.
•  Applications from Internal candidate serving for less than one year in your current post will not be considered.
•  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 or to change the contract Modality.
•  A candidate is not eligible for consideration if he or she was short-listed and found not suitable for the same post within the previous 12 months unless the post description has since been altered by 30% or more, as determined by ODCS.

United Nations ConsiderationsStaff 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.