Personal Assistant to The Director of Legal Affairs (Internally Only), Grade

Org. Setting and ReportingUNRWA 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. Personal Assistant to Director reports to the Director of Legal Affairs or assigned supervisor. Responsibilities- Maintains efficient organization of the Director’s office, including handling his/her schedule, attendance records, files, duty and private plans; screens and prioritizes visitors and telephone callers and sets up meetings and interviews. - Arranges supervisor’s frequent missions, travel arrangements, briefing folders, visas and hotel reservations; provides long distance administrative support during his/her travel, updating him/her on matters requiring immediate attention. - Controls and prioritizes a heavy inflow and outflow of documentation, exercising primary checks on their accuracy and completeness before submitting them to his/her supervisor. - Receives, screens, logs and routes correspondence; researches and attaches necessary background information and maintains a follow up system for pending matters ensuring timely follow up of all tasks assigned by the supervisor, bringing urgent and pending matters to supervisor’s attention, and produces follow up reports. - Follows up actively on all instructions and decisions made by the Director to the Division Chiefs and Section Heads within the department or Field to make sure that the assigned tasks by the Director are accomplished within deadlines. - Distributes special assignments to secretaries of the Department/Field, as required; proof-reads and clears correspondence originated by the Department staff and forwards them for the Director’s signature. - Prepares a schedule for supervisor’s visitors from inside and outside the Agency and facilitates their mission in coordination with the Director and/or with concerned departments/ programs; liaises with government authorities, embassies and other UN organizations. - May attend supervisor’s meetings; prepares minutes and/or summaries of meetings and undertakes and monitors follow-up actions, when required. - Drafts correspondence of an administrative nature, collaborates with staff to gather data and prepares regular and periodic operational and compliance reports. - Coordinates with Budget Division on issues relating to budget; prepares special service agreement contracts and temporary assistance requests. 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 - Planning and Organizing - Learning and Researching - Following Instructions and Procedures - Coping with Pressure and Setbacks - Relating and Networking For guidance on how to prepare for competency-based interviews: https://careers.un.org/lbw/home.aspx?viewtype=AYI Education- A university degree from an accredited educational institution in business administration, public relations or other related discipline. - Office business training. Job - Specific QualificationNot available. Work ExperienceAt least three years of relevant experience, preferably in administration, human resources and/ or office management is required. A university degree from an accredited educational institution in business administration, public relations or other related discipline is required . Excellent knowledge in use of office computer applications such as word processing, spreadsheets, database and power point is required. Excellent command of spoken and written English and Arabic is required . Knowledge of the Agency’s rules and regulations is desirable . Knowledge of other UN languages is desirable. Prior experience with other United Nations Organizations is desirable . Are you a registered Palestine refugee? If yes, please provide your Ration Card Number. It is highly recommended to respond to this question in order to assist us in further assessing your application. Please explain below? Is required. Do you have close relative(s) in UNRWA (mother, father, daughter, son, sister brother)? If yes, please provide full name(s) and relationship. It is highly recommended to respond to this question in order to assist us in further assessing your application. Please explain below. Is required Candidates are required to make a declaration as to whether they have any current or past affiliations with non-governmental organizations, academic institutions, political organizations, 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 is required. Arabic 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).