Administrative Assistant (Fixed Term Grade 08) - Digital Impact, Technology, and Innovation Department- Field Office West Bank - For Internal Candidates only
Organizational Context
The United Nations Relief and Works Agency (UNRWA) is a UN entity established in 1949, mandated to assist and protect approximately 5.8 million registered Palestine refugees. Its mission is to support their human development potential pending a just solution to their plight. UNRWA operates across Jordan, Lebanon, Syria, West Bank, and Gaza Strip, providing essential services and is the largest UN operation in the Middle East.
Job Purpose
This role serves as an Administrative Assistant within the Digital Impact, Technology, and Innovation Department in the West Bank Field Office. The primary purpose is to provide comprehensive administrative support, ensuring the smooth operation of departmental functions. This includes managing documentation, correspondence, meeting arrangements, and mail services. The position also involves supporting Human Resources activities, general services, and financial transactions through the Enterprise Resource Planning (ERP) system. Additionally, the role may contribute to healthcare operations by managing patient registration, records, and referrals, and providing logistical support for events, all crucial for the effective delivery of UNRWA's mandate to Palestine refugees.
Responsibilities
The Administrative Assistant will manage core administrative functions, including documentation, correspondence, meeting coordination, and mail handling, escalating issues as needed. Responsibilities extend to supporting Human Resources processes such as appointments, separations, and staff movements. The role involves overseeing general services like lease agreements and service contracts, and managing mail operations. A key duty is preparing ERP transactions for procurement of goods and services, assisting with tender documents, and maintaining control systems for supplies and equipment. Financial support includes assisting with budget preparation, expenditure monitoring, and processing bills. In healthcare settings, the role may involve patient registration, EMR management, appointment scheduling, and referral processing. Logistical support for meetings and events, along with coordinating official correspondence and vehicle dispatch, are also integral parts of the role.
Work Experience
A minimum of two years of experience in administrative work is required. Candidates are also asked to indicate current involvement in outside activities, which may include employment, consulting, board memberships, or volunteer work.
Skills
Planning and Organizing, Relating and Networking, Following Instructions and Procedures, Coping with Pressure and Setbacks, Learning and Researching.