Administrative Assistant - Digital Impact, Technology, and Innovation Department, West Bank

## Administrative Assistant - Digital Impact, Technology, and Innovation Department, West Bank - Organization:UNRWA - United Nations Relief and Works Agency for Palestine Refugees in the Near East - Country:occupied Palestinian territory - Office:UNRWA in Gaza, occupied Palestinian territory Organizational 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. .1. Handles administrative functions including documentation, correspondence, arrangement for meetings, and mail, escalating issues to their supervisor as necessary; receives and responds to inquiries from staff members on a daily basis; updates and circulates internal communications lists regularly; utilizes computer software to prepare statistical reports and gathers necessary information as required. 2. As requested, follows-up on actions related to the administration of the relevant programme / department or office; actions include Human Resource activities, e.g., new appointments, separations, movement of staff, service accidents, Acting Appointment Allowance (AAA), Daily Paid Workers (DPW), Group Medical Insurance (GMI) cards issuance, etc. 3. In Field Administration Office (FAO), follows up on general services, including on preparation and renewals of lease agreements and service contracts; as applicable, handles mail operations and prepares manifests and pouches; maintains records of receipt, mailing dates, and other required information, ensuring their timely and proper dispatch. 4. Drafts and prepares ERP transactions, i.e., Purchase Orders (POs), Requisitions, Warehouse Stock Transfer Orders (WSTO) related to various events, meetings, medicines and hospital supplies and projects for the procurement of services, goods, and utilities in coordination with Procurement and Finance Offices; assists in the preparation of tender documents, invitations to bids, and requests for proposals; maintains control systems for supplies, equipment, and furniture; in coordination with concerned parties, ensures the operation of equipment through preventive maintenance and coordinates repairs as necessary; processes bills related to the assigned service. 5. Assists in the preparation and review of finance matters related to the preparation and review of budget, expenditure, wages sheets, service contracts and special service agreement; monitors annual requirements for office supplies keeping track of these for budget preparation and monitoring purposes. 6. In Health Centres, covers various responsibilities within healthcare operations, including patient eligibility verification, registration, patient Electronic Medical Records (EMR) management, appointment scheduling and re-scheduling, patient flow management, support EMR data quality assurance , referral management, and statistical patient registration report generation. 7. In Area Health Offices, compiles information on the daily movement of patients referred to contracted hospitals and institutions through daily visits; meets patients and prepares the necessary forms; ensures compliance with related hospitalization instructions after verification of the eligibility for admission to hospital and data entry of invoices in the respective computerized system. 8. Arranges and provides logistical support for meetings, workshops, and events and coordinates with various units and departments for official correspondences. Coordinates dispatching of vehicles as applicable. 9. Perform other duties as assigned by the supervisor. Functional Competencies: Planning and Organizing Relating and Networking Following Instructions and Procedures Coping with Pressure and Setbacks Learning and Researching Successful completion of full secondary education; Successful completion of two-year post-secondary course in business and office practice or a related discipline. Job - Specific Qualification Indicate your current involvement in any outside activities, as it is required. Including but not limited to employment, independent contractor/freelance consultant, board member (corporate, academic, etc), expert group, lobby, public speaking/writing (article, book, blog, social media etc), teaching, conferences, training, press statement, voluntary work, political activity, fundraising/donation for non-UNRWA entity, running for public office, role in political party or orgs, owning business, work for gov./NGO/private company/charity, UNRWA partner/vendor, full/part-time, paid or not. A “yes” answer doesn’t necessarily lead to exclusion from future work at UNRWA, yet misrepresentation in providing accurate/complete info can lead to disqualification/termination of appointment, if hired. -At least two years of experience in administrative work is required. English and French are the working languages of the United Nations Secretariat. For this job opening, English is 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). - Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. The appointment against this position is limited to the UNRWA - Digital Impact, Technology, and Innovation Department - West Bank. Contract Type: Fixed Term Appointment for 1 year; including 1 year probation period, with the possibility of further extension, subject to the availability of funds, satisfactory performance, and continuing need. Grade and Salary: Grade 08 Monthly basic salary USD 931.30 payable in JD at UN monthly exchange rate, (The salary may be subject to a reduced work schedule.) Other benefits: Other benefits include monthly Provident Fund contribution (15.4% of basic salary paid by the Agency), compulsory medical insurance, 30 days of annual leave, and dependency allowance (if applicable). Additional benefits: - 2 days of sick leave for each completed month of service. - 14 weeks of Maternity Leave. - 2 weeks paternity leave. This vacancy notice is open to internal candidates only. Only candidates residing in West Bank or Jerusalem and within commuting distance of the duty station with authorization to work in the duty station at the time of application are eligible to apply. The Agency will not assume responsibility or accountability to support or facilitate the issuance of work permit in West Bank/ Jerusalem, and without a valid work permit, the appointment may be rescinded. Preference will be given to registered Palestine refugees and candidates of the underrepresented gender to assist the Agency to meet its commitment to gender parity. UNRWA strongly encourages applications from qualified persons with disabilities. Reasonable accommodation will be provided throughout the recruitment process, where required' A roster may be created from the selection exercise, and successful candidates may become eligible for appointment to the same post or a similar post in the future should suitable vacancies become available. Only applications that have been fully completed in UNRWA's online e-recruitment system inspira will be considered and no late applications will be accepted. The PHP s