Administrative Assistant Vacancy-Job Ref: EJBEUNRWA/2702/202481

Administrative Assistant Vacancy-Job Ref: EJBEUNRWA/2702/202481
Brussels (Belgium)

JOB DESCRIPTION
UNRWA, the largest United Nations operation in the Middle East with over 30,000 staff working across five areas of operation, is looking for highly committed personnel wishing to make a change. 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. The Administrative Assistant reports to the Director, UNRWA Representative Office for Europe.

Responsibilities
Provides administrative support to the Office Director and other staff members by organizing meetings, including with high-ranking officials, and handling logistics for online/teleconferencing.
Arranges travel, drafts documents and correspondence, and provides translation in French and Dutch. Coordinates with government authorities on administrative and diplomatic procedures for UNRWA international staff in Belgium.

Maintains contact with the European Union (EU) and diplomatic protocols for coordinating meeting logistics, collaborates with other UNRWA departments and the UN Brussels Team, handles information requests and inquiries, including refugee cases, and manages reception duties and oversees mail processing.

Manages office calendar and shares information with staff, assists in updating office’s electronic filing and contact databases for outreach and communications. Ensures compliance with Agency policies and updates, advises on new developments.

Manages IT service requests and resolves IT issues, identifies technology needs, and maintains office equipment, software, and systems. Cooperates with office premise managers on administrative and logistical aspects, including access passes, keys, parking permissions, and physical space planning.

Provides support in Human Resources matters related to the following: – Oversees compliance of Brussels Office staff with HR requirements in cooperation with HQ Amman International Personnel Services in areas such as leave monitoring, teleworking and mandatory staff courses.

– Provides support to Brussels staff members during onboarding and separation. – Assist with the recruitment of new Staff and other complementary modalities such as Consultants, Individual Service Providers (ISPs) and interns; administers their contracts and monitors ISP Payments.

– Inducts new interns; enters ISP and interns’ data into the REACH system and HRD SharePoint. Manages office imprest fund and bank account, verifies invoices against provided goods and services, and processes payments, including travel entitlements.

Performs specific functions in the REACH system, monitors expenditures against the budget, making adjustments as needed. Manages bank transactions, prepares monthly imprest reports, responds to expenditure inquiries from HQ, and prepares quarterly VAT reports for the Belgian Ministry of Finance. Drafts the annual office operational budget, liaises with local banks on matters like powers of attorney, and coordinates with finance and budget staff on budget reviews and year-end account closures.

Procures office supplies, equipment, furniture and services; performs the necessary REACH system functions; manages service contracts, liaises with service providers to ensure compliance with contracts and quality delivery of services; identifies new contractors and negotiates new price rates as necessary; consults with UNRWA HQ Procurement Department on more complex matters; collaborates on local procurement matters with UN Country Team as necessary.

Manages security-related matters of the Brussels office on behalf of the office Director; assists in monitoring the implementation of security policies, practices and procedures; submits up-to-date lists of the Brussels Office personnel and eligible family members and all mandatory reports to UNDSS Belgium in a timely manner;
immediately reports all security-related incidents involving the office personnel and eligible family members to UNDSS Belgium; serves as a member of the Security Cell and attends the Security Management Team meetings as an observer; Communicates security/emergency alerts from UNDSS Belgium to Brussels Office staff and carries out staff head counts as necessary and leads fire drills.

Provides general support to events and communications related actions organised by the Brussels Office, and as necessary, assisting with logistical, contractual and finance related arrangements; As needed, assists in disseminating UNRWA communication materials such as press releases, official statements, etc.

Competencies
UN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. Planning and Organizing Coping with Pressure and Setbacks Relating and Networking Applying Technical Expertise Following Instructions and Procedures Ability to use personal computers and standard software applications such as MS Word, Excel, Access, Outlook, Microsoft Office, Microsoft Teams, SharePoint, REACH and other applications.

Education
Successful completion of full secondary education. Two-years post-secondary diploma in Business Administration, Human Resources Management, Finance or related subject.

Work Experience
At least six years of relevant experience in administrative work in an international, governmental or commercial organization, or embassy/mission to the UN or UN agencies is required. Successful completion of full secondary education is required. Two-years post-secondary diploma in Business Administration, Human Resources Management, Finance or related subject is required.

Experience with budgetary matters is required. A university degree in business administration / political studies or related field form an accredited educational institution is desirable. Familiarity with UN/UNRWA systems and practices is desirable Working knowledge of another UN language, if possible French is desirable. Working knowledge of Dutch an asset is desirable.

Languages
Excellent command of written and spoken English is required. Working knowledge of another UN language, if possible French is desirable. Working knowledge of Dutch an asset is desirable.

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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