الاثنين، 15 ديسمبر، 2014

وظيفة مدير إداري Administrative Officer - وكالة الغوث الاونروا - غزة

Administrative Officer “A” | Location: Gaza Field | Type of Appointment: Fixed Term | Deadline for Application:28 December 2014
Vacancy Announcement Number:04-12-2014
Grade 14
Department/Division :Education


MAIN RESPONSIBILITIES 
In accordance with Agency policy and procedures, the ideal candidate is responsible for the following administrative support duties:
-Budget and financial support, including;
-Supporting the biennium and yearly budget by preparing the departmental operating and project budget estimates;
-Establishing internal financial controls to ensure budget and financial online system are maintained in an accurate and timely manner;
-Monitoring and tracking budget for the assigned unit including the preparation of Budget Allotment Adjustments ;
-Preparing for and drafting responses to audit requests.
-Human resources support, including:
-Preparing staffing table proposals and Request for Post Actions (RPAs); maintaining staffing table records;
-Coordinating with Human Resources Department the recruitment of area staff and consultants by initiating requests for vacancy announcements, facilitating interviews and drafting and administering the contracts;
-Drafting and administering Special Service Agreements and Limited Durations Contracts.
-Procurement and contracting support, including:
-Administering, verifying, and finalizing the preparation of Service Contracts and Consultancy Contracts;
-Administering procurement and logistical operations including tenders, quotations, purchasing orders, etc.; handling and controlling the preparation of Lists of Requirements (LoRs);
-Maintaining contacts with local vendors and suppliers in order to meet non-standard purchase requirements.
-Assets management support, including:
-Acting as a custodian of consumable supplies in his/her assigned unit, including (as available) seals, stamps and archives;
-Handling surplus, obsolete or unserviceable equipment via coordinating with Information Systems Division (ISD) and Field Property Inspection Officer (FPIO), and/or keeps detailed updated records of the assets status and produces the appropriate equipment status reports accordingly;
-Coordinating maintenance of assets including building maintenance and repair, vehicles, generator maintenance and management.
-General administrative and filing support , including:
-Collecting, compiling and preparing analysis of statistical data related to the programme/service; maintaining up-to-date records and files on the Department activities and staff;
-Contacting other Departments and Divisions; obtaining or coordinating material on information as/and when required;
-Maintaining filling/archiving system for service contracts, special service agreements and casual labor and ensures records are up to date.
-Safety and security support (as applicable for the assigned unit), including:
-Assisting, in coordination with the Safety and Security Unit, the implementation of office security requirements in unit installations to ensure overall compliance with UN security standards;
-Acting as security focal point within the assigned unit and maintaining the security and safety of the building through the supervision of guards and cleaners.
-Other specific functional support (as applicable for the assigned unit), including:
-Assisting in the administration of fellowships/grants, as available;
-Maintaining up-to-date records of the Department projects and prepares progress reports on the implementation of funded projects;
-Managing logistical preparations for workshops, conferences and meetings.
-Performs such other duties as may be assigned.

PERSONAL & PROFESSIONAL COMPETENCIES
-A university degree in business administration, or related field.
-At least four years’ experience in administrative support, procurement, human resources, finance or other related functions, of which two years in a large/international organization.
-Very good command of written and spoken English and Arabic.
-Very good drafting skills in English and Arabic;
-Possession of a valid driving license.
-Excellent computer skills, especially in MS application used in the Agency, such as Work, Excel, Internet Explorer and Outlook;
-Ability to take initiatives and work in a logical and accurate manner;
-Excellent communication skills; effective team member;
-Ability to work under pressure;
-Knowledge of protocol norms
-The incumbent will be required to travel in the Agency’s area of operations.

ADDITIONAL INFORMATION
-The incumbent may be required to work beyond the regular working hours.
-Shortlisting preference among qualified candidates will be given to the qualified internal candidates.

CONDITIONS OF SERVICE
-Basic Salary: Monthly basic salary $1,215.00; plus a currency adjustment factor (present rate 12.96%) and monthly dependency allowance up to $123.25.
-Contract Duration: Three years including 1 year probation period.
-Leave: 30 days annual leave
-Pension: Provident Fund contribution
-Other conditions of service and benefits may apply.


EQUIVALENCY
Candidates with an equivalent combination of relevant academic qualifications, professional training and progressive work experience may also be considered. 


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