PERSONAL ASSISTANT TO DIRECTOR

Contract

This is a RLG-13 contract. This kind of contract is known as Relocation Grant. More about RLG-13 contracts.

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 Personal Assistant to Director is responsible to the Director of Legal Affairs.

Responsibilities- Maintains efficient organization of the Director’s office including handling his/her schedule, attendance records, files, duty and private plans, screens and prioritizes visitors and telephone callers, sets up meetings and interviews;

- Arranges supervisor’s frequent missions, travel arrangement, briefing folders, visas and hotel reservations; provides long distance administrative support during his/her travel updating him/her on matters requiring immediate attention;

- Controls and prioritizes a heavy inflow and outflow of documentation exercising primary check on their accuracy and completeness before submitting them to his/her supervisor;

-Receives, screens, logs and routes correspondence; researches and attaches necessary background information and maintains follow up system for pending matters ensuring timely follow up of all tasks assigned by the supervisor, bringing urgent and pending matters to supervisor’s attention, and produces follow up reports;

- Follows up actively on all instructions and decisions made by the Director to the Division Chiefs and Section Heads within the department or in the Field to make sure that the assigned tasks by the Director are accomplished within deadlines;

- Distributes special assignments to secretaries of the Departments, as required, proof-reads and clears correspondence originated by the Department staff and forwards them for the Director’s signature;

- Prepares a schedule for supervisor’s visitors from inside and outside the Agency and facilitates their mission in coordination with the Director and/or with concerned departments/programmes, liaises with government authorities, embassies and other UN organizations;

- May attend supervisor’s meetings, prepares minutes and/or summaries of meetings and undertakes and monitors follow-up actions, when required;;

- Drafts correspondence of administrative nature and prepares regular and periodic operational reports;

- Coordinates with Budget Division on issues relating to budget for the, prepares special service agreement contracts and temporary assistance requests.

Competencies UN Core Values of Professionalism, Integrity and Respect for Diversity and Core Competencies of Communication, Working with People and Drive for Results apply by default.

- Demonstrated skills in team work; - Flexibility and willingness to learn new skills through knowledge of modern office procedures; - Precision at work specifically in proof reading; careful with details; - Ability to research and summarize background material; - Excellent organizational skills; - Ability to follow up on issues actively; - Sound judgment on importance/priority/confidentiality of issues.

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

Education- A university degree from an accredited educational institution in in business administration, public relations or other related discipline;

- Office business training.

Work Experience- Three years of relevant experience, preferably in administration, human resources and/or office management. (Required)

- Excellent knowledge in computer utilities such as word processing, spread sheets, database and power point (Required)

- A university degree from an accredited educational institution in in business administration, public relations or other related discipline; (Required)

- Knowledge of the Agency’s rules and regulations (Desirable)

- Knowledge of other UN languages (Desirable)

- Prior experience with other United Nations Organizations (Desirable)

Are you currently residing in Jerusalem. Please specify your current location (Required).

Languages- Excellent command of spoken and written 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 job opening is open to internal and external candidates. Only candidates residing in Jerusalem, 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 Jerusalem, 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 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.

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.