Administrative Assistant (HQA-LOCAL)

Organizational Context

The UN Secretariat, specifically UNRWA's Information Management department in Amman, is seeking an Administrative Assistant for its Digital Hub in Luxembourg. This role operates under the direct supervision of the Head of Office and serves as the primary point of contact for administrative and logistics matters within the hub.

Job Purpose

The Administrative Assistant is responsible for providing comprehensive administrative, travel, logistics, procurement, HR, and basic finance support to ensure the efficient, compliant, and client-oriented operation of the UNRWA Digital Hub in Luxembourg. This role is crucial for maintaining smooth day-to-day operations, managing office resources, and facilitating effective communication and coordination within the hub and with external stakeholders. The position acts as the central point for all administrative and logistical requirements, ensuring services are delivered to a high standard and in accordance with UNRWA guidelines.

Responsibilities

Key responsibilities include managing general administration, such as handling visitors, phone calls, and providing background information. The role involves drafting and verifying correspondence, managing premises including lease agreements and maintenance, and overseeing stock control for office consumables. Human Resources support includes initiating contract renewals for staff. Procurement support involves initiating actions for consultants, agreements, and goods, and monitoring receipts. Budget and finance tasks include assisting with monitoring and processing financial documents. Meeting and travel support entails preparing travel requests, making reservations, coordinating meetings, producing presentations, and taking minutes. The role also involves maintaining electronic and paper filing systems, liaising with external interlocutors, and performing other duties as required to support the hub's operations.

Work Experience

A minimum of 5 years of professional work experience at the national and/or international level is required in areas such as business administration, procurement, or project management. Experience working within the UN or other international development organizations is considered an asset.

Skills

Proficiency in Office 365 collaboration platforms is required. Knowledge of SAP is desirable. Strong administrative, organizational, communication, and interpersonal skills are essential. Experience in managing travel, meetings, procurement, and basic finance is necessary.

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