Administrative Assistant (HQA-LOCAL)

Under the direct supervision of Head of the Office, the Administrative Assistant provides a broad range of administrative, travel, logistics, procurement, HR and basic finance support to ensure efficient, compliant, and client-oriented delivery of services across the UNRWA Digital Hub in Luxembourg. He/She is the focal point for any logistics and administrative related matters.

Luxembourg

12 months

Specific Outputs/Tasks include but not limited to: • independently or per instruction; finalize documents for signature/clearance. • Verify outgoing correspondence meets UNRWA style, language, and accuracy standards. Analyze incoming correspondence, attach background material, highlight items General Administration • Receive visitors and phone calls • Provide background information for appointments with official visitors or staff. • Monitor requests for goods and services, including receipt, payment and inventory tracking. Correspondence • Draft general and administrative correspondence needing action and ensure timely response. Premises/Property Management • Manages the pool of premises in line with the operational needs and institutional guidelines • Remains aware of the real estate market and suggests new solutions for accommodations. • Participates to the selection of premises, negotiates and signs lease agreements in Luxembourg • Ensures procedures are in place for a proper maintenance of the premises and regular update of the inventories • Ensures proper agreement are in place with subcontracting companies in Luxembourg (security, cleaning, etc.) • Ensures that mechanisms for stock (i.e. coffee-break items, office consumables, cleaning products, etc.) controls in the Delegation are in place • Supervises the key management handled by holder of Premises file for all premises. • In coordination with Management, ensures that passive security measures are implemented Human Resources Administration • Support HR administrative tasks such as initiating contract renewals for temporary and fixed-term staff (HR Action Plan). Procurement Support • Initiate procurement actions including contracts for consultants, performance agreements, goods requisitions, and monitor receipts. Budget & Finance / Work Planning • Assist with budget monitoring, progress reporting, and processing of financial documents. Meeting & Travel Support • Prepare travel requests and make flight/hotel reservations. • Arrange and coordinate meetings, produce presentations, take minutes, and assist with communication logistics. • Ensures that various working tools are up to date (Welcome file, etc.) • Maintains regular contacts with external interlocutors (Consulates, Hotels, Airlines' representatives, etc.) and remains well informed on related developments (visa procedures, MFA regulations, customs formalities, opening of new schools, hotels, etc.) Information Management • Maintain electronic and paper filing systems; obtain information from internal and external sources as needed. Other Duties • Provide backup to administrative staff as required and perform other related duties as directed. • Other duties that are required to support the administration & operation of the UNRWA Digital Hub

• First level university degree in business administration or a related feild. At least 5 years of professional work experience at the national and/or international level in business administration, procurement or project management or other relevant programmes; experience working in the UN or other international development organization is an asset; Languages: Fluency in English and French is required Technology: Office 365 collaboration platform is required, and knowledge of SAP is desirable.

English and Arabic are the working languages of UNRWA. For this assignment, fluency in both English is required.

CONDITIONS OF SERVICE • The consultancy is based in Luxembourg under overall supervision of UNRWA HQA. • The selected candidate will receive a monthly remuneration that is equivalent to G5 Step 2 amounting to € 6,138.41 for every fully completed month. • The duration of the Contract is up to 12 months, and the possibility of extension is subject to the availability of funds and continuing need and satisfactory performance. • As part of Digital Impact, Technology and Innovation Department (DITID)and digital workspace the role works under the overall supervision of the Chief Digital Risk Officer