Assistant Field Administration Officer - Internally for UNRWA staff only, 14

The Assistant Field Administration Officer supports the Field Administration Officer in managing and monitoring the activities of the Field Administration Office, including budget preparation, lease contract management, and supervision of general services. The role involves ensuring efficient office operations and providing technical support to a team of support staff.

Responsibilities

• Provide management support to the Field Administration Officer in planning, integrating, monitoring, and reporting the activities of the Field Administration Office.
• Contribute to improvements of Field Administration Office policies, processes, and procedures.
• Advise and assist in the preparation of the biennium budget and periodic budget reviews; monitor expenditures and recommend adjustments.
• Negotiate, prepare, conclude, and finalize lease contracts including financial matters; manage office and distribution centers' rental contracts; liaise with landlords and local authorities.
• Administer UNRWA IDs and Magnetic Cards, including issuance and confidential storage of documentation.
• Analyze general services for efficiency and cost effectiveness and recommend improvements.
• Supervise daily reception services, office services, mail and diplomatic pouch services, tele-communications services and canteen services.
• Monitor cleaning contractor performance and facilitate work of UNRWA contractors for maintenance and construction.
• Supervise building maintenance staff and laborers to deliver office maintenance programs including renovations, seasonal maintenance, garden and parking area maintenance.
• Ensure availability and efficiency of services such as electricity, water, and telephone; supervise provision of maintenance needs to residents and staff.
• Provide supplies and stationery support to all common services divisions and areas.
• Facilitate local procurement of minor equipment, office supplies, and miscellaneous supplies through imprest and liaise with vendors; prepare journal vouchers and handle imprest fund reconciliation.
• Act as focal point for staff attendance in E-leave system by updating and monitoring records.
• Perform other duties as assigned by supervisors.

Requirements

• A first university degree from an accredited educational institution in management science, public or business administration, economics, or a related discipline.
• At least four years of responsible and relevant work experience in administrative support, facility management including managing day to day maintenance tasks in the office buildings, procurement or other related functions, is required.
• Applicants are required to mention if they have close relative(s) in UNRWA (mother, father, daughter, son, sister brother), please provide full name(s) and relationship.
• Applicants are required to mention if they are a Palestine refugee. If yes, please provide you Registration Card Number.
• Candidates are required to make a declaration as to whether they have any current or past affiliations with non-governmental organisations, academic institutions, political organisations, military, or have/are engaged in activities or have made any public statements, that could be seen to impact their neutrality, objectivity or independence in the performance of their duties for the UN / UNRWA.
• Indicate your current involvement in any outside activities, as it is required.
• Report writing skills in English; Proficiency in Agency standard computer applications.
• English and Arabic language proficiency at UN Level II and UN Level I respectively.

Skills

• Administrative Support
• Facilities Management
• Procurement
• Budget Preparation
• Lease Contract Management
• General Services Supervision
• Report Writing
• English Language Proficiency
• Language Proficiency in Arabic
• Computer Applications
• Office Operations Coordination

Languages

English, Arabic