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.

Personal /assistant to Director reports to the Director of Education.

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 and sets up meetings and interviews.

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.

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.

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.

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.

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.

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; prepares special service agreement contracts and temporary assistance requests.

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
– Learning and Researching
– Following Instructions and Procedures
– Coping with Pressure and Setbacks
– Relating and Networking

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 business administration, public relations or other related discipline.

– Office business training.

Work Experience

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

Office business training is required.

At least three years of relevant experience, preferably in administration, human resources and/or office management is required.

Excellent knowledge in use of office computer applications such as word processing, spreadsheets, database and power point is required.

Knowledge of the Agency’s rules and regulations is desirable.

Knowledge of other UN languages is desirable.

Prior experience with other United Nations Organizations is desirable.

Are you currently residing in Duty station. Please specify your current location is 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

Conditions of service:

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 13 Monthly basic salary JD 843.50.

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).

This vacancy notice is open to internal 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.

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 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 or LDC Bands E to H 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.

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.