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Administrative Assistant

United Nations Relief and Works Agency for Palestine Refugees in the Near East (UNRWA)

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JOB DESCRIPTION

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Under the overall guidance and supervision of the Head of Administration and Finance, the Administrative Assistant assists in the overall camp management services, administers and executes processes and activities ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality, and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO including field staff and other UN agencies staff to resolve common services related issues and ensures timely delivery of services.

Duties and Responsibilities
Ensures efficient administrative support, focusing on achievement of the following results: 
  • Organization and coordination of shipments and customs clearance
  • Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
  • Supervision of cleaning and guards’ services.
  • Coordination of transportation services, regular vehicle maintenance and insurance.
  • Booking of conference rooms for meetings
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  • Assist in preparing logistic and administrative related issues.
  • Management of the office registry and pouch services.
  • Coordination of common premises/services cost-recovery arrangements.
  • Proper control of supporting documents of funds and activities.
  • Ensure new staff has office space.
  • Provide stationaries to staff.

Provides support to proper supply and assets management, focusing on achievement of the following result:

  • Coordination of assets management in the CO, timely preparation, and submission of periodic inventory reports.
  • Coordination of the provision of reliable and quality office supplies
  • Ensure office assets are tagged and recorded in asset /Umoja.
  • Ensure inventory list of supplies are regularly updated.
  • Ensure fuel supply for compound consumption.

Ensures proper common services focusing on achievement of the following result: 

  • Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform

 

Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

  • Provision of efficient general reception and information services.
  • Provision of reliable registry services.
Facilitate knowledge building and management focused on achieving the following results:
  • Establishment and adherence to minimum service standards
  • Share information related to Common Service Management
  • Identify best practices concerning Common Service Management and ensure application of good practices
Competencies
Expected Demonstration of Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility  LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Thematic Area Name Definition
Administration & Operations Assets management Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain.

Asset Management Module in UMOJA, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
Business Management Project Management Ability to plan, organize, prioritize, and control resources, procedures and protocols to achieve specific goals
Business Management Partnerships Management Ability to build and maintain partnerships with ide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies
Administration & Operations Building, facilities & office space

Management

 Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data
Business Direction & Strategy Strategic Thinking -Ability to develop effective strategies and prioritized plans in line with UNOCHA’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions.

-Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNOCHA
Business Management Customer Satisfaction/Client Management -Ability to respond timely and appropriate with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.

-Provide inputs to the development of customer service strategy. Look for as to add value beyond clients’ immediate requests.

-Ability to anticipate client’s upcoming needs and concerns.
Administration & Operations Inventory management Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above
Required Skills and Experience
Education:

Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

4 years of relevant experience in administration support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Fluency in English Language and knowledge of Arabic  is an advantage

Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
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