Assistant Field Administration Officer - Internally for UNRWA staff only
Organizational Context
The United Nations Relief and Works Agency (UNRWA) is a UN body established in 1949 to assist and protect approximately 5.8 million registered Palestine refugees across Jordan, Lebanon, Syria, the West Bank, and Gaza. UNRWA provides essential services including education, healthcare, and social services, operating as the largest UN mission in the Middle East with over 30,000 staff. This role supports the Field Administration Officer.
Job Purpose
This role provides crucial management support to the Field Administration Officer (FAO) in overseeing the Field Administration Office's operations. The incumbent is responsible for planning, integrating, monitoring, and reporting on office activities, and contributing to the enhancement of policies and procedures. Key functions include assisting with budget preparation and monitoring expenditures, negotiating and finalizing lease contracts, and managing rental agreements. The position also involves administering UNRWA IDs and magnetic cards, ensuring data integrity and confidentiality. Furthermore, the role analyzes the efficiency and cost-effectiveness of general services, supervises various office support functions like reception, mail, telecommunications, and canteen services, and oversees maintenance programs for office premises and grounds. Local procurement of minor equipment and supplies, along with imprest fund management and reconciliation, are also key responsibilities. The role acts as a focal point for staff attendance tracking and performs other assigned duties.
Responsibilities
Provide management support to the Field Administration Officer (FAO) in planning, integrating, monitoring, and reporting on Field Administration Office activities. Contribute to improving office policies, processes, and procedures. Assist the FAO with budget preparation and periodic reviews, monitoring expenditures, and recommending adjustments. Negotiate, prepare, and finalize lease contracts and manage rental agreements for offices and distribution centers, liaising with landlords and local authorities. Administer UNRWA IDs and magnetic cards, ensuring secure storage and database maintenance. Analyze general services for efficiency and cost-effectiveness, recommending improvements. Supervise daily reception, office services, mail, diplomatic pouch, tele-communications, and canteen services. Monitor cleaning contractors and facilitate UNRWA contractors for maintenance and construction. Organize building maintenance staff for renovations, seasonal tasks, garden, and parking area upkeep, ensuring utility services. Provide supplies and stationery support. Facilitate local procurement of minor equipment and supplies, manage imprest funds, and perform reconciliations. Act as the focal point for staff attendance in the E-leave system. Perform other assigned duties.
Work Experience
A minimum of four years of relevant work experience is required in administrative support, facility management (including daily maintenance tasks), procurement, or related functions.
Skills
UN Core Values (Integrity, Professionalism, Respect for Diversity), Core Competencies (Communication, Working with People, Drive for Results), Relating and Networking, Planning and Organizing, Coping with Pressure and Setbacks, Deciding and Initiating Action, Analyzing, Report writing skills in English, Proficiency in Agency standard computer applications.