NGO JOBS

TERMS OF REFERENCE

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 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 funded almost entirely by voluntary contributions.

Evaluation Administrative Assistant

BACKGROUND The Evaluation Division is one of four sections within the Department of Internal Oversight Services (DIOS) at UNRWA HQ Amman - the other sections being Audit, Investigation and Ethics. It was established in 2010 and consists of a Chief, Evaluation Division and two Evaluation Officers. The current work priority of the Evaluation Division is to establish and institutionalize UNRWA’s evaluation function. The Evaluation Administrative Assistant supports this objective through the provision of administrative services.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES: In accordance with Agency policy and procedures and reporting to the Chief, Evaluation Division, the Evaluation Administrative Assistant:

(A) Provides support to the staff of the Evaluation Division relating to travel and missions including completion of travel requests, Travel Subsistence Allowance (TSA) advances, and security clearances; organizes meetings and transport; keeps track of the validity of travel documents, visas and residency permits and ensures timely renewal; ensures that desk space, telephone, email, internet access are provided to newly appointed employees; 20%(B) Provides administrative and logistical support to evaluation teams; compiles lists of documents for the document review and prepares documents including printing and photocopying as required; sets up meetings and books meeting venues; arranges for transport and accommodation for evaluators; organizes and follows up on the timely issuance of required visas and security clearances for evaluators; organizes translation and recording services; 20%(C) Develops and manages the Evaluation Division’s filing system; maintains and updates the Evaluation Compendium on the DIOS intranet, the shared drive, and relevant databases; manages the Evaluation Division’s schedule as required; 20%(D) Formats evaluation reports, other documents and spread sheets; prepares computer-aided diagrams, timelines, charts and presentations; collects, compiles and analyses statistical data related to the Evaluation Division; 15%(E) Prepares and follows up on payments in respect of special service agreements, service contracts and temporary assistance requests; establishes internal budget databases/monitoring for the Evaluation Division and tracks all expenditures and budget balance; provides a monthly status report on expenditures, balance and expenditure rates; 10%(F) Coordinates with other administrative staff of DIOS to ensure the smooth provision of administrative services for the Department; 10%(G) Performs such other duties as may be assigned. 5%

ESSENTIAL QUALIFICATIONS AND EXPERIENCE The Evaluation Administrative Assistant should have the following qualifications, experience, skills and competencies: ▪ Successful completion of full secondary education, andTwo years diploma. ▪ Two years of work experience in administrative work preferably in an international or large commercial organization. ▪ Excellent command of spoken and written English and Arabic.

COMPETENCIES

▪ Excellent command of MS Office applications;▪ Excellent communication and organization skills with willingness and capability to work with
little guidance;▪ Ability to work in a team and manage multiple demands with attention to detail and confidentiality;▪ Sound judgment on importance of issues;▪ Initiative and ability to actively follow up on issues.

If a candidate does not meet the minimum requirements related to work experience, these can be substituted by a university degree.

CONDITIONS OF SERVICE• The selected consultant should be able to start as soon as possible. The consultancy contract will end on December 31st, 2013.• Remuneration for this consultancy will be based on UNRWA’s salary scale for LDC band D (starts from JD649.20 to JD877.90). The determination of the salary will depend on the qualifications and experience of the incumbent.

APPLICATION PROCESSApplicants should submit a cover letter and CV or UN Personal History Form demonstrating clearly the knowledge and experience required to meet the consultancy requirements via consultancy@unrwa.org clearly indicating the title of this consultancy “Evaluation Administrative Assistant” in the subject line of the message. The deadline for the submission of applications is 25 October 2012 (late applications will not be considered).

UNRWA is an equal opportunity employer and welcomes applications from both women and men. UNRWA encourages applications from qualified and experienced female candidates. Only those applicants short-listed for interview will be contacted. UNRWA is a non-smoking environment.