Administrative Assistant

Details

Mission and objectives

The OCHA oPt office was established in late 2000. The office was established in response to the deteriorating humanitarian situation in the West Bank and Gaza caused by military incursions and closures – mobility restrictions imposed on the Palestinian civilians, local and international service providers.

Context

The Office for the Coordination of Humanitarian Affairs (OCHA) in the occupied Palestinian territory has responsibility for inter-agency coordination in complex emergencies and in natural disasters. In the context of the deteriorating humanitarian situation in the occupied Palestinian territory, the OCHA Office has a specific responsibility for (a) disseminating information and policies to the humanitarian community, authorities and donors, as well as supporting resource mobilization efforts; (b) assisting in the identification of humanitarian priorities and needs and the coordination of resource mobilization efforts; and (c) disseminating information on the impact of complex emergencies, response thereto and the need for international assistance

Task description

Under the direct supervision of Head of Administration, the UN Volunteer will perform the following tasks:
General Administration:
• Maintain OCHA oPt administration lists, and ensure updates are reflected timely.
• Support data collection and entry: Collect relevant data from various sources such as spreadsheets, and reports.
• Conduct data cleaning and refinement: Review collected data for inconsistencies, errors, or missing information.
• Carry out data analysis and summarization: Utilize Microsoft Excel within Office 365 to analyze financial or human resource data. Summarize data using functions such as SUM, AVERAGE, COUNT, and PivotTables to extract key insights.
• Develop reports and presentations: Prepare reports, tables, and working papers based on analyzed data. Organize data into coherent presentations for senior management and the head of office.
• Support data interpretation and recommendations: Provide insights and recommendations based on data analysis to support decision-making.
• Support on the tracking of the office stationery supplies and the timely request of replenishment as needed.
• Works closely with the transportation unit to follow up on the liberty use of official vehicles and payment.
• Support on maintaining the OCHA oPt conference rooms schedule, and preparation of background documents as required.
• Support the daily operation of the administration unit.
• Perform other duties as required.
Finance:
• Assist in processing Israeli and Palestinian VAT claims, verify and submit the invoices into UNDP VAT system.
• Assist in vendor creation in UMOJA, including completion of MDM form and bank details forms
Procurement:
• Assist to obtain Specification for proposals and quotations and sent emails to request quotations to vendors.
• Assist in preparing Comparison table by selecting the lowest offer.
• Assist obtain zero vat for West Bank invoices through UNDP.
• Assist in keeping record of all procurement documents for reference.
• Follow up with staff to complete their mandatory trainings.
• keep record of the mandatory training list and update it regularly.