Senior Administrative Assistant

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Description

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Org. Setting and Reporting

UNRWA is a United Nations agency established by the General Assembly in 1949 and is mandated to provide assistance and protection to a population of some 5.8 million registered Palestine refugees. Its mission is to help Palestine refugees in Jordan, Lebanon, Syria, West Bank and the Gaza Strip to achieve their full potential in human development, pending a just solution to their plight. UNRWA’s services encompass education, health care, relief and social services, camp infrastructure and improvement, microfinance, and emergency assistance. UNRWA is the largest UN operation in the Middle East with more than 30,000 staff. UNRWA is funded almost entirely by voluntary contributions. 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. Senior Administrative Assistant – reports to Office Management Associate – (GS6)

Responsibilities

• Provides a full range of day-to-day Executive Office (EO) administrative, logistical and office management duties; deals with enquiries; assists in the preparation of the monthly records/reports; screens visitors and arranges for meetings and appointments and official social engagements for EO’s principals; takes minutes of meeting as required; prepares briefing folders, travel arrangements, visas and hotel reservations for EO staff on missions.
• Carries out research requiring the gathering, compiling and printing of material required; checks the accuracy of information contained in the routine submissions, memoranda or letters as requested and brings discrepancies and urgent matters to the attention of his/her supervisor.
• Maintains a consolidated filing system for the EO; classifies and files documents including confidential material; handles routine correspondence including scanning and circulating incoming and outgoing correspondence to relevant staff as instructed by the supervisor and other EO staff.
• Drafts/prepares and translates routine documents from Arabic to English; records and transcribes dictated material, as required.
• Maintains and updates the EO’s e-contacts and telephone lists; contacts other organizations, Departments and units to obtain or coordinate material or information as required; follows up administrative-related actions with other Departments as required.
• Monitors annual and short-term requirements for the EO supplies; collects information on office needs; prepares orders and keeps track of such requirements for budget preparation and monitoring purposes.
• Assists with budget preparation and provides necessary inputs for systems and procurement, including contributing to the budget process and utilizing the REACH system for procurement and other administrative tasks .
• Supports the EO’s staff in organizing events, including retreats, meetings, donor visits, missions and alike, from a logistical and administrative perspective.
• Performs other duties as may be assigned by the supervisor.

Education

• Successful completion of full secondary education . – Successful completion of post-secondary course of at least two years duration in business and office practice or other related discipline.

Work Experience

• Successful completion of full secondary education is required . Successful completion of post-secondary course of at least two years duration in business and office practice or other related discipline is required. At least five years of secretarial administrative experience, including at least one year as assistant to a director or divisional team equivalent in an international organization, non-governmental organization, government or large commercial or industrial entity is required .
• Excellent command of written and spoken English is required . Previous experience with UNRWA or other UN entity is desirable . university degree in business administration or related discipline is desirable . Are you currently residing in Duty station. Please specify your current location. It is required.

Languages

• Excellent command of written and spoken English.

Source: https://careers.un.org/jobSearchDescription/248187?language=en

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