Administrative Assistant ( Internal only) - مساعد اداري ( اعلان داخلي)

Admin

Org. Setting and Reporting

UNRWA is a United Nations agency established by the General Assembly in 1949 and is mandated to provide assistance and protection to a population of some 5.8 million registered Palestine refugees. Its mission is to help Palestine refugees in Jordan, Lebanon, Syria, West Bank and the Gaza Strip to achieve their full potential in human development, pending a just solution to their plight. UNRWA’s services encompass education, health care, relief and social services, camp infrastructure and improvement, microfinance, and emergency assistance. UNRWA is the largest UN operation in the Middle East with more than 30,000 staff. UNRWA is funded almost entirely by voluntary contributions. 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. - Supervisor: Reports to the designated supervisor. - Supervisees: As applicable, supervises general service staff.

Responsibilities

• Handles administrative functions including documentation, correspondence, arrangement for meetings, and mail, escalating issues to their supervisor as necessary; receives and responds to inquiries from staff members on a daily basis; updates and circulates internal communications lists regularly; utilizes computer software to prepare statistical reports and gathers necessary information as required. - As requested, follows-up on actions related to the administration of the relevant programme / department or office; actions include Human Resource activities, e.g., new appointments, separations, movement of staff, service accidents, Acting Appointment Allowance (AAA), Daily Paid Workers (DPW), Group Medical Insurance (GMI) cards issuance, etc. - In Field Administration Office (FAO), follows up on general services, including on preparation and renewals of lease agreements and service contracts; as applicable, handles mail operations and prepares manifests and pouches; maintains records of receipt, mailing dates, and other required information, ensuring their timely and proper dispatch. - Drafts and prepares ERP transactions, i.e., Purchase Orders (POs), Requisitions, Warehouse Stock Transfer Orders (WSTO) related to various events, meetings, medicines and hospital supplies and projects for the procurement of services, goods, and utilities in coordination with Procurement and Finance Offices; assists in the preparation of tender documents, invitations to bids, and requests for proposals; maintains control systems for supplies, equipment, and furniture; in coordination with concerned parties, ensures the operation of equipment through preventive maintenance and coordinates repairs as necessary; processes bills related to the assigned service. - Assists in the preparation and review of finance matters related to the preparation and review of budget, expenditure, wages sheets, service contracts and special service agreement; monitors annual requirements for office supplies keeping track of these for budget preparation and monitoring purposes. In Health Centres, covers various responsibilities within healthcare operations, including patient eligibility verification, registration, patient Electronic Medical Records (EMR) management, appointment scheduling and re-scheduling, patient flow management, support EMR data quality assurance , referral management, and statistical patient registration report generation. - In Area Health Offices, compiles information on the daily movement of patients referred to contracted hospitals and institutions through daily visits; meets patients and prepares the necessary forms; ensures compliance with related hospitalization instructions after verification of the eligibility for admission to hospital and data entry of invoices in the respective computerized system. - Arranges and provides logistical support for meetings, workshops, and events and coordinates with various units and departments for official correspondences. Coordinates dispatching of vehicles as applicable. - Perform other duties as assigned by the supervisor.

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. Functional : Planning and Organizing Relating and Networking. Following Instructions and Procedures Coping with Pressure and Setbacks Learning and Researching

Education

Successful completion of full secondary education; الحصول على شهادة التعليم الثانوي بنجاح Successful completion of two-year post-secondary course in business and office practice or a related discipline. الحصول على دبلوم لمدة سنتين في اختصاص ادارة الاعمال والمكاتب بنجاح

Job - Specific Qualification

Not available.

Work Experience

At least two years of experience in administrative work is required.

Languages

Confident 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

• Conditions of service: Contract Status: -Type of Contract: Fixed Term Appointment Contract Type: Fixed Term Appointment for 3 years; including 1 year probation period, with the possibility of further extension, subject to the availability of funds, satisfactory performance, and continuing need. Grade and Salary: Grade 08 Monthly basic salary 530.20 USD. Other benefits: Other benefits include monthly Provident Fund contribution (15.4% of basic salary paid by the Agency), compulsory medical insurance, 30 days of annual leave, and dependency allowance (if applicable). Additional benefits: - 2.5 days of sick leave for each completed month of service. - 14 weeks of Maternity Leave. - 2 weeks paternity leave. Candidates who are invited to a written test should submit their academic qualifications, employment certificates and other required documents, either before the date of the test, or on the day of the test. Failure to do so may entail disqualification from the recruitment process. على المتقدمين المدعوين للامتحان إحضار شهاداتهم الأكاديمية وشهادات الخبرة وأي مستندات أخرى مطلوبة إما قبل تاريخ الامتحان أو يوم الامتحان حيث يؤدي الفشل في تحقيق ذلك إلى الاستبعاد من التقدم للامتحان Candidates should also submit a statement of non-employment (3 copies) given that governmental, or joint sector employees cannot be appointed to UNRWA posts even if they have leave without pay permit. إبراز وثيقة غير موظف عدد 3 فلا يحق لموظفي القطاع العام أو المشترك التعيين ضمن شواغر الأونروا حتى وان كان ضمن اجازة بلا أجر. Candidates who succeed in the recruitment process and receive an offer of appointment to the respective post must submit a notification issued by GAPAR to the effect that they have reported to GAPAR and have filled the required forms for obtaining approval of competent government authorities. على المتقدمين الناجحين في عملية التوظيف والحاصلين على عرض عمل على أساس الوظيفة المعلنة أعلاه إبراز إشعار صادر عن الهيئة العامة للاجئين الفلسطينيين العرب إلى مكتب الموارد البشرية في الأونروا يفيد أنه قد قام بتعبئة جميع الاستمارات المطلوبة للحصول على موافقة السلطات الحكومية المختصة إضافة إلى الوثاىق التالية: They should also submit the following: Statement of non-conviction (3 copies). وثيقة غير محكوم عدد 3 Copy of personal ID. نسخة عن الهوبة * 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. * General information 1. This vacancy notice is open to internal candidates only. D As an Area post, only candidates who reside in Syria at the time of applications are eligible to apply. The Agency does not assume responsibilities nor support the issuance of work permits for those who has no legal documents to live in Syria, job opening applies only to potential candidates residing within the field of the post, residing within commuting distance of the duty station of the post. 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. 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; 4. 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; 5. 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; 6. 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. 7. Advertisements published only in English will only accept applications in English, and Arabic submissions will not be considered. 8. 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. 9. 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. 10. The Agency will immediately disqualify applicants who are ineligible for any reason in accordance with the Agency regulatory framework. 11. 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/ 12. Please ensure that the e-mail address and mobile phone number that you have written in your Personal History Form are accurate and active. Your status in relation to the vacancy will be communicated to you only via the email listed on your Personal History Form; 13. UNRWA welcomes applications from qualified candidates with disabilities; 14. Qualified female candidates are strongly encouraged to apply; 15. For more information please visit the website, http//: inspira.un.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.

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Added 3 days ago - Updated 13 minutes ago - Source: careers.un.org