Advisory Commission and Office Support Associate

Org. Setting and ReportingUNRWA, 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 incumbent will report to the Director, UNRWA Liaison Office, Geneva, D1. ResponsibilitiesIn support of the Geneva Liaison Office: - Provides secretarial, clerical and administrative support, including protocol matters; drafts, reviews, proofreads and/or edits correspondence, including Note Verbale and official letters to external stakeholders as well as for internal communications; assists in formatting and distributing electronic external and internal newsletters and updates intranet pages from the Office; handles public inquiries and requests for information as required; supports the supervisor’s in scheduling meetings and managing his/her calendar; leads the logistical organisation of events, conferences and meetings for Geneva based staff and visiting UNRWA delegations, including arrangement and coordination of travel documents, accommodation, booking of conference/meetings venues, preparing meetings’ agendas, receptions, contacting providers and participants, as well as any other support needed; assists the Office in contacts with UN entities, international bodies, diplomatic missions, civil society and other stakeholders, as required. - Liaises with UNOG on a range of day-to-day support services provided to the Geneva Office, including ICT services, janitorial, housekeeping, repairs and maintenance, facility management, security guard services and other aimed at keeping the office running efficiently; serves as procurement point of contact for ordering different office equipment and supplies, including following up on tenders, purchasing orders and other procurement and logistics actions. - As guided by the supervisor, drafts the annual office operational budget, including for the Advisory Commission (AdCom); ensures efficient tracking of expenditures and balances; coordinates with the Executive Office and HQs Finance Department on quarterly budget reviews, year-end account closures and payments, ensuring compliance with financial instructions; performs related REACH/SAP processes, extracts and prepares financial reports, including accounting, implementation status, funding utilisation and other ad-hoc ones, as required. - Provides support, and coordinates as necessary, on Human Resources matters including creating new posts, recruitment of staff, LDC and/ or complementary personnel and Individual Service Providers (ISP) contracts; follows up on their boarding, appraisal, attendance records, separation and other relevant functions. In support of the UNGA Advisory Commission on UNRWA: - Conducts the preparations and logistics for the Advisory Commission (AdCom), Sub-Committee of the Advisory Commission (SubCom), including coordination with relevant UNRWA Fields, Departments, Divisions and Service providers, circulating documents to members and Observers of the AdCom; manages onsite practical arrangements for meetings in accordance with relevant schedule, procedures and instructions. - Provides necessary support to the AdCom, SubCom, Bureaus (Chairs and Vice Chairs), AdCom Members and Observers; brings to supervisor’s attention issues of importance related to the protocol and practical functioning of AdCom meetings; liaises directly, when requested, with Members on AdCom-related matters to address queries and information flow, maintaining confidentiality and tact. - Manages and maintains UNRWA’s AdCom website and ensures that all AdCom and SubCom documents and other meeting documents and reports are posted in a timely manner. - Coordinates preparation of relevant documentation and materials with the Bureau, relevant UNRWA Fields and Programme Directors and Division Heads/Chief, as necessary, ensures that these documents are properly branded, and formatted in line with UNRWA’s guidelines; facilitates and/ or prepares précis and Summary Records; gathers comments and feedback (as necessary) and prepares the Final Summary Record, for the supervisor’s final clearance. CompetenciesUN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. Default managerial competencies may apply. i. Planning and Organizing ii. Coping with Pressure and Setbacks iii. Relating and Networking iv. Learning and Researching v. Following Instructions and Procedures EducationTwo-year post-secondary diploma in Business Administration, Human Resources Management, Finance or a related discipline. Job - Specific QualificationNot available. Work ExperienceAt least six years of experience working with finance and HR rules, policies and procedures in the UN and/or other international organisations is required. Experience with events organisation, budgetary and bookkeeping issues is required. The work engages an extensive usage of computer software, thus the incumbent must have the ability to use the standard applications such as Microsoft Office (Word, Excel, Access, Outlook, Teams, and SharePoint), Chimpmail, CANVA and other similar office applications is required. A university degree from an accredited educational institution in Business Administration or a related discipline. is desirable. Familiarity with UN/UNRWA systems and practices is desirable. Experience working with a UN Agency or UNOG in Geneva is desirable. Working knowledge of Arabic or another UN language is desirable. 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. Any declaration will not necessarily disqualify candidates from consideration for this post. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and French are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).