Org. Setting and Reporting

Supervisor:

The incumbent is responsible to the respective Department or Field Director.

Supervisees:

The incumbent of this post may supervise professional and/or general services staff members and/or other personnel.

Responsibilities

The incumbent:

1- 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 and sets up meetings and interviews;

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

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

4- Receives, screens, logs and routes correspondence; researches and attaches necessary background information and maintains a 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.

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

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

7- 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;

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

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

10- Coordinates with Budget Division on issues relating to budget; prepares special service agreement contracts and temporary assistance requests;

11- Performs such other duties as may be assigned.

Competencies

Functional:

1- Planning and Organizing;
2- Learning and Researching;
3- Following Instructions and Procedures;
4- Coping with Pressure and Setbacks;
5- Relating and Networking.

Education

– A university degree from an accredited educational institution in business administration, public relations or other related discipline.

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– Office business training.

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Work Experience

1- At least three years of relevant experience, preferably in administration, human resources and/ or office management is required.
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2- Excellent knowledge in use of office computer applications such as word processing, spreadsheets, database and power point.

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Languages

Excellent command of spoken and written English and Arabic.

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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:

– Fixed term Appointment for 3 years; including 1 year of probation period, with the possibility of further extension, subject to the availability of funds, satisfactory performance and continuing need.

– Grade: 13

– Monthly basic salary: 742.70 USD

Other benefits include:

– Provident Fund contribution (15.4% of basic salary paid by the Agency).
– Dependency allowances (if applicable).
– 30 days of annual leave in addition to maternity, paternity and sick leaves.

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.
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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.
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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.¿
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They should also submit the following:

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* 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.

* General information

1. This vacancy notice is open to internal candidates only. Daily paid workers holding a daily paid contract may be considered as internal candidates. 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.

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.

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;

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.