Overview
Administrative Assistant – local (consultancy based contract) Jobs in Luxembourg, Luxembourg, Luxembourg at UNRWA
Title: Administrative Assistant – local (consultancy based contract)
Company: UNRWA
Location: Luxembourg, Luxembourg, Luxembourg
Company Description
Established by the UN General Assembly in 1949, UNRWA provides vital assistance and protection to approximately 5.5 million Palestine refugees. The agency supports their human development by delivering essential services such as primary and vocational education, healthcare, social services, infrastructure improvements, and emergency response. With a commitment to fostering self-reliance, UNRWA operates in challenging contexts, including areas affected by armed conflict. It remains dedicated to helping refugees achieve their full potential in dignity and stability.
Role Description
This is a full-time, on-site Administrative Assistant role based in Luxembourg. The Administrative Assistant will perform day-to-day tasks such as managing administrative and clerical activities, organizing and maintaining records, scheduling and coordinating meetings, providing executive administrative support, and managing communications, including handling phone calls and correspondence efficiently and professionally. The role involves supporting team members to ensure organizational operations run smoothly and effectively.
Key Duties
- Analyze and prioritize incoming correspondence, attach background materials, and ensure items needing action are highlighted.
- Receive visitors and phone calls, and provide relevant background information for appointments with officials and staff.
- Monitor requests for goods and services, track receipts, payments, and maintain inventory records.
- Manage premises and property, including selection, lease negotiations, maintenance, inventory updates, and subcontractor agreements.
- Implement and oversee mechanisms for stock control and supervise key management for all premises.
- Support HR tasks such as initiating contract renewals for temporary and fixed-term staff as well as residency and government related procedures (visas, etc) for incoming/outgoing staff.
- Initiate and monitor procurement actions, including consultant contracts, performance agreements, and goods requisitions.
- Assist with budget monitoring, progress reporting, and processing of financial documents.
- Arrange travel and meeting logistics, including travel requests, reservations, meeting organization, presentations, and minutes.
- Maintain up-to-date working tools (e.g., Welcome file) and keep regular contact with external entities (e.g., consulates, hotels, airlines).
- Maintain electronic and paper filing systems and provide backup to administrative staff, performing other related duties as required.
Qualifications
- Secondary level education. First level university degree is an asset.
- 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;
- Proficiency in Executive Administrative Assistance for supporting senior leadership and coordinating executive-level activities
- Strong Administrative Assistance and Clerical Skills for organizing, record-keeping, and managing office tasks
- Excellent Communication and Phone Etiquette skills for professionally managing correspondence and inbound/outbound communications
- Attention to detail, time management capability, and a proactive approach to problem-solving
- Proficiency in relevant software and tools, including Microsoft Office Suite and scheduling platforms
- Previous experience in an administrative role and familiarity with working in international organizations is an advantage
- Fluency in English and French; additional language skills, particularly in Arabic, are beneficial
CONDITIONS OF SERVICE
- The expected monthly tax-free remuneration is EUR 5,200-5,600 (to be confirmed prior offer of employment).
- 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.
