CONSULTANCY – TERMS OF REFERENCE
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 5.5 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.
Consultant – Administrative Assistant
(Jerusalem- West Bank)
BACKGROUND
The Regional Ombudsman was established at UNRWA as the informal pillar of the internal system of administration of justice to make available to staff the services of impartial and neutral persons to address work-related concerns.
Organisatioanl Setting and Reporting
The position is located in West Bank Field office as part of the Regional Ombudsman Office. The Administrative Assistant reports directly to the Regional Ombudsman in Jerusalem.
Description of Duties and Responsibilities
Within delegated authority the Administrative Assistant will be responsible for the following duties:
• Provides secretarial, clerical and administrative support to the Regional Ombudsman and other staff of the Office; assists the Office in contacts with UNRWA Field Offices, staff representatives, UN agencies and the public as required; drafts office correspondence; handles staff inquiries and requests for information as required; assists the Office in the organization of events and conferences through booking rooms, arranging receptions, contacting providers and participants, as well as any other support needed;
• Maintains efficient organization of the Regional Ombudsman Office, including personnel and attendance records files, supplies and equipment, and stocks of office assets and materials; supervises the flow of all incoming documentation, including UN documentation, and orders copies of documents as required; serves as Procurement Officer for orders (including supplies and computer software) placed by UNRWA and follows up as required; handles requests for security clearance, visas and UN ID cards issuance as well as other relevant coordination;;
• Prepares and dispatches pouches to UNRWA HQ and handles the receipt and documentation of incoming pouches; handles other mail functions, including dispatch and receipt of express mail parcels to/from UNRWA HQ and Fields; distributes UNRWA documents originating in the duty station HQ and Field Offices to recipients on mailing lists maintained by the Office;
• Keeps Regional Ombudsman Office accounts and facilitates payment of bills (telephone, fax, office equipment and supplies, etc.); maintains operation of the office Imprest Fund; checks statements of account incoming;
• Actively helps the Office in organizing the events and visits by booking hotels, scheduling meetings and any additional support as required; supports the Office staff in the organization of their visits to the fields and HQ Offices, as necessary;
• Refers staff members and related personnel to the Regional Ombudsman Officers to receive information about the functions and mandate of the Ombudsman within the framework of the overall information and communication plan;
· Assists in drafting reports, retrieving data and preparing outreach activities
· Perform other duties as assigned.
minimum Qualifications and Experience
§ A post-secondary diploma of two years from an accredited educational institution in business administration, management, human relations or related area is required.
§ A minimum of four years of progressively responsible administrative work experience, in an international, governmental or commercial organization, administration, human resources or related area is required.
§ Excellent command of spoken and written English.
dESIRABLE QUALIFICATIONS
§ Familiarity with the Agency’s fields of operation.
§ Familiarity with the UN environment and systems.
§ Experience working in an international setting.
ComPetencies
§ Professionalism: Ability to provide effective advice on a broad range of work related concerns. Ability to provide advice in a range of conflict resolution and mediation issues; knowledge of UNRWA policies, rules and regulations; knowledge of third party neutral conflict resolution and mediation principles; shows respect and empathy for individuals; Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious
§ Take responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
§ Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
§ Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Additional information
§ The consultant would be expected to work full time in accordance with the Agency’s working schedule.
CONDITIONS OF SERVICE
§ The duration of the consultancy is 6 months, extendable according to performance and availability of funds;
§ The monthly remuneration for this consultancy is USD 1,259.40 equivalent to grade 12 level. Remuneration will depend on the qualifications and experience of the candidate;
§ The consultant will be paid monthly.
§ The incumbent will be expected to work remotely with potential travel to a field of operation.
APPLICATION PROCESS
Applicants should submit a cover letter and CV or UN Personal History Form demonstrating clearly the knowledge and experience required to meet the consultancy requirements via consultancy@unrwa.org indicating the title of this consultancy “**Administrative Assistant Ombudsman Office**” in the subject line of the message. The deadline for the submission of applications is 15 September 2021.
UNRWA is an equal opportunity employer and welcomes applications from both women and men. UNRWA encourages applications from qualified women. Only those applicants shortlisted for interview will be contacted. UNRWA is a non-smoking environment.
01 September 2021
How to apply
APPLICATION PROCESS
Applicants should submit a cover letter and CV or UN Personal History Form demonstrating clearly the knowledge and experience required to meet the consultancy requirements via consultancy@unrwa.org indicating the title of this consultancy “**Administrative Assistant Ombudsman Office**” in the subject line of the message. The deadline for the submission of applications is 15 September 2021.