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. This is an exciting internationally recruited opportunity to work in a dynamic organization on the front line of relief and emergency response in the region. This role would provide exposure to a full range of office management functions including but not limited to administration, procurement, budget, human resources and executive office projects. As an internationally recruited staff member you will receive a salary which is paid on the basis of a global scale and benefits which take account of your dependents and the cost of living at your duty station. You may also be entitled to other allowances and benefits including: – Rental subsidy may be payable under certain conditions when the rent represents a high portion of the net remuneration. – Dependency allowances if you have an eligible dependent spouse and/or child(ren). – Under certain conditions an education grant if you have eligible children in school. – Travel and shipping expenses when you are moving from one duty station to another. – Settling-in grant to assist you in meeting initial extraordinary costs when arriving at or relocating to a new duty station. – Repatriation grant as applicable. – Mobility incentive as applicable The Office Management Associate reports to the Deputy Chief of Staff.
Responsibilities
Provides secretarial, clerical and administrative support to the Executive Office (EO); drafts, reviews, proofreads and/or edits correspondence, including Note Verbales to governments, letters addressed to high level officials, and internal/external communications; assists in formatting and distributing electronic external and internal newsletters and updates intranet pages from the Executive Office; handles public inquiries and requests for information as required; leads in the Office in the organization of events, conferences and internal Agency/Executive office meetings and retreats, including through booking rooms and conference rooms, arranging receptions, contacting providers and participants, as well as any other support needed; assists the Office in contacts with UN entities, international bodies, diplomatic missions, civil society and other stakeholders, as required. Maintains efficient organization of the Executive Office, including, supplies and equipment; serves as Procurement Officer for orders (including supplies and computer software, services, furniture and equipment), administers procurement and logistical operations including tenders, quotations, purchasing orders, etc. Provides extensive support on EO budget revision/preparation, quarterly expenditure reviews, accounting, implementation status, funding utilization, operational and financial closures, financial management of EO priority projects. Monitors budgets and financial expenditures of the Office, ensuring compliance with UNRWA rules and regulations, keeping the Deputy Chief of Staff informed, and advises on actions for decision/follow up; coordinates with the Finance Department to process expenditures; establishes internal budget databases to ensure efficient tracking of expenditures and budget balances; provide guidance to the other units to ensure an efficient tracking of resources. Provides support to the Executive Office on submission related to reporting including Annual Operational Plan Update, EO projects and other requests as relevant. Provides support in Human Resources matters related to the following: – Prepares Work Force Planning (WFP) forms as instructed by the supervisor and coordinates with Budget Division and HRD on timeline to submit. – Provides support to staff members during onboarding and separation. – Follows up with HRD on the recruitment of new Staff and other complementary modalities such as Limited Duration Contract (LDC), Consultants, Individual Service Providers (ISPs) and Daily Paid Employment (DPE); administers ISP contracts. – Initiating, facilitating, and following up on requests related to HR administration and attendance records files (eTm System), appraisal (ePer system). Reviews and recommends improvements to administrative processes and procedures in the EO, and oversees the overall EO filing system.
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. Planning and Organizing Coping with Pressure and Setbacks Relating and Networking Learning and Researching Following Instructions and Procedures Ability to use personal computers and standard software applications such as MS Word, Excel, Access, Outlook, Microsoft Office, Microsoft Teams, SharePoint, Chimpmail, CANVA and other applications. For guidance on how to prepare for competency-based interviews: https://careers.un.org/lbw/home.aspx?viewtype=AYI
Education
– Successful completion of secondary education. – Two-year post-secondary diploma in Business Administration, Human Resources Management, Finance or related subject.
Job – Specific Qualification
Not available.
Work Experience
At least six years of responsible relevant work experience in administrative services, finance, human resources in an international, governmental or commercial organization, or embassy/ mission to the UN or UN agencies is required. Unless already serving as an international staff member in the UN Common System, at least two continuous years of relevant international experience should be outside UNRWA, and outside the country(s) of citizenship is required. Experience with budgetary matters and bookkeeping is required. Familiarity with UN/UNRWA systems and practices is desirable. Working knowledge of another UN language is desirable. Successful completion of secondary education is required. Two-year post-secondary diploma in Business Administration, Human Resources Management, Finance or related subject is required. Diploma in administration or secretarial support and / or a university degree form an accredited educational institution in Business Administration or a related field is desirable.
Languages
Excellent command of written and spoken English. Working knowledge of another UN language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
Type of Contract and duration: 2 years, with the possibility of further extension. Applicants have to complete the Personal History Profile (PHP) in Inspira in order to be considered. The PHP should be completed with full relevant work experience as per the requirements in the Job Opening, in order to be considered. 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. NB: work experience alone or formal qualifications with no relevant work experience are not considered an acceptable combination. Join our eco-friendly organization dedicated to environment sustainability and targeting to be plastic free by 2025. 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.
No Fee
THE UNITED NATIONS RELIEF AND WORKS AGENCY FOR PALESTINE REFUGEES IN THE NEAR EAST (UNRWA) DOES NOT CHARGE A FEE OR REQUEST MONEY FROM CANDIDATES AT ANY STAGE OF THE RECRUITMENT AND ONBOARDING PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING, ONBOARDING). UNRWA DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.