Head of Administrative Services Section

Org. Setting and Reporting

UNRWA, the largest United Nations operation in the Middle East with over 30,000 staff
working across five areas of operation, is looking for highly committed personnel wishing to
make a change.
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.
The Head of Administrative Services Section reports to the Chief Central Support Division
and receives technical guidance from the Chief Human Resources Operational Services
Division in issues related to on-boarding of International Staff.

Responsibilities
– Leads the work of the Travel Unit for the provision of travel, notably staff
onboarding/separation/transfer related services, in close coordination with the Human
Resources Operational Services Division (HROSD), including:
– Ensures on-boarding services of international hires are clearly outlined, communicated and
delivered, in close coordination with HROSD starting from the acceptance of offer including
travel, office space allocation, buddy programme, work desks and email accounts;
– Ensures appropriate handling of onboarding, and separation services related to travel,
relocation shipments, UNLP, visas, and other such items;
– Ensures appropriate handling of Home Leave and Education Grant travel services;
– Ensures that the hiring department and International Personnel Section are notified of
the exact/confirmed travel dates for onboarding/separation/home leave/education grant travel.
– Ensures proper and complete communication and dissemination of Administrative, Travel
and onboarding.
– Manages official Travel-related activities including:
– Coordination, arrangement and monitoring of official travel undertaken by UNRWA
offices/staff; oversight of travel services delivered by Field offices.
– Provision of support to client offices in travel-related matters and ensuring that all
official travel is undertaken in compliance with UNRWA travel policy.
– Planning and establishment of necessary travel management contracts and Service
Level Agreements (SLA), oversight of their implementation ensuring quality services.
– Issuance of visas, residency permit, ID cards for UNRWA staff in collaboration with
embassies and host country authorities.
– Ensures queries regarding all travel related items are answered in a timely fashion
and manage any required follow-up.
– Manages activities related to Diplomatic Services and UN official documents including:
– Issuance of Laissez-passer, UN Certificates or Family Certificates for UNRWA and
ensuring conformity to the provisions of the Convention on Privileges and Immunities of the
United Nations and of the specialized Agencies, in consultation with United Nations Offices
and Geneva (UNOG), as necessary;
– Administration of diplomatic privileges for UNRWA in close collaboration with
Jordan authorities.
– Developing and managing the necessary communication and forms regarding travel,
relocation, UNLPs, etc. associated with onboarding/separations as well as home
leave/education grant travel.
– Is responsible for facilities management, building maintenance of HQ Amman and for
coordinating necessary works with JFO’s maintenance services; in coordination with JFO,
manages and oversees contracts and SLAs related to construction and renovation projects at
HQ/Amman; manages other relevant services and contracts as directed.
– Is responsible for coordinating with JFO all asset management activities, coordinating the
physical asset count and following up on the recommendations. Is responsible for managing
properties and administrative supplies, office equipment and vehicles, updating inventory of
items, and ensuring follow-up action for HQ Amman.
– Ensures timely and effective delivery and improvement in fleet management and transport
services in coordination with the JFO’s Fleet Management Unit and supports transport and
fleet services for enhanced quality, efficiency and cost effectiveness.
– Manages the Agency’s Printing and Mail Room Units, ensuring services are planned and
delivered efficiently to all stakeholders.
– Supports in developing Administrative Services policies, guidelines and standard operating
procedures, and ensures proper and efficient implementation of services according to policy
framework.
– Is responsible for responding to and monitoring implementation of audit observations related
to administrative services and ensure the office’s administrative operations and services are
effectively in compliance with the organization’s administrative policy, procedures, rules, and
regulations.
– Monitors and evaluates the services delivered by the Section and performance of its staff,
with views at ongoing improvement of services. Implements staff learning and development
programme activities for capacity building. Provides coaching and counselling to the staff on
performance enhancement/development.

Competencies
UN Core Values of Integrity, Professionalism and Respect for Diversity, and Core
Competencies of Communication, Working with People and Drive for Results apply by
default.
– Applying Technical Expertise
– Planning and Organizing
– Leading and Supervising
– Delivering Results
– Managing Complexity and Change
For guidance on how to prepare for competency-based interviews: https://careers.un.
org/lbw/home.aspx?viewtype=AYI

Education
Advanced university degree (Master’s or equivalent) from an accredited educational
institution in Business Administration, Public Administration, law, land or air transport or a
related field.
Job Specific Qualifications

Work Experience
A minimum of eight years of progressively responsible relevant experience in travel
administration, management, procurement, finance, or logistics and supply chain management
in the public or private sector is required.
Five years of relevant work experience directly related to first-hand travel management
preferably at the international level is required.
Unless already serving as an international staff member in the UN Common System, a
candidate for an international posts must have a minimum of two continuous years of relevant
international experience outside UNRWA, and outside the country(s) of which the candidate
is a national or holds citizenship, a passport or a national identity number is required.
Experience in travel management, Asset and fleet management, and management of complex
contracts at international level is required.
Three years of experience in the supervision of large multicultural teams is required.
Advanced university degree (Master’s or equivalent) from an accredited educational
institution in Business Administration, Public Administration, law, land or air transport or a
related field is required.
Experience in the UN common system is desirable.
Experience in enterprise resource planning systems is desirable.

Languages
Excellent command of written and spoken English.

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be
followed by competency-based interview.

Special Notice
Type of Contract and duration: 2 years, with the possibility of further extension.
The Head of Administrative Services Section will be required to reside in Amman.
Applicants have to complete the Personal History Profile (PHP) in inspira in order to be
considered. The PHP should be completed with full relevant work experience as per the
requirements in the Job Opening, in order to be considered.
UNRWA welcomes applications from qualified candidates with disabilities.
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.
Equivalency:
A first level university degree in combination with two additional years of qualifying
experience may be accepted in lieu of an advanced university degree.
NB: work experience alone or formal qualifications with no relevant work experience are not
considered an acceptable combination.
UNRWA is funded almost entirely by voluntary contributions from UN member states,
regional bodies, business foundations and individual contributions. The mission of UNRWA
is to help Palestine refugees achieve their full potential in human development under the
difficult circumstances in which they live.
For more details on UNRWA, please visit: https://www.unrwa.org/