Back Administrative Assistant, Gaza, occupied Palestinian territory

Job ID: 34765

Practice Area - Job Family: Management - ADMINISTRATION

Vacancy End Date: (Midnight New York, USA) 02/02/2021

Duty Station: Gaza, Palestine

Education & Work Experience: C-HS Graduate or Equivalent - 6 year(s) experience

Languages: Arabic, English

Grade: G6

Vacancy Type: FTA Local

Posting Type: Common System

Bureau: Arab States

Contract Duration: 1 Year with possibility for extension

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

OHCHR OPT is a country office of the United Nations Office of the High Commissioner for Human Rights. The office was established in 1996 and it implements the global mandate of the High Commissioner for Human Rights to promote and protect the full enjoyment of human rights by all, without discrimination. The office has approximately 50 staff with a main office in Ramallah, sub-office in Gaza and field presences in East Jerusalem and Hebron. This position is based in the Gaza sub office.

The position comes under the direct supervision of the National Operations Manager OHCHR OPT as first reporting officer, who reports directly to the Deputy Head of Office, as well as the second reporting officer the Head of the Gaza sub office.

Duties and Responsibilities

Under the direct supervision of the National Operations Manager and the Head of the Gaza sub office, the Administrative Assistant is responsible for the following: 1) Managing overall human resources matters for the Gaza sub office to support staff and ensure consistency with UN rules and procedures

2) Assists with preparation, management and review of annual budget and management of finance and human resources

3) General administration including correspondences, operations and logistics and coordination with HQ

4) Assists with administration and management of contracts and outsourced services, including contracting services, managing contracted works, invoices and payments

5) To undertake any other duties as requested by supervisors.

1) Managing overall human resources matters for the Gaza sub office to support staff and ensure consistency with UN rules and procedures

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Monitors staffing table and prepare relevant statistical data/charts.
• Advises staff and maintains an up-to-date record on visa matters and other travel and access documents of staff.

2) Assists with preparation, management and review of annual budget and management of finance and human resources

• Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports

3) General administration including correspondences, operations and logistics and coordination with HQ

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for
• services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• Performs other duties as required

4) Assists with administration and management of contracts and outsourced services, including contracting services, managing contracted works, invoices and payments

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors' invoices and monitor payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys

5) To undertake any other duties as requested by supervisors.

Impact of Results

Provides reliable research and administrative support. Demonstrates understanding of the context of issues in assigned area, and increases independence in processing of work and follow-up actions. Demonstrates initiative in the identification and resolution of issues/problems. Under general guidance, organizes and puts together accurate reports, records and/or data. Consistently applies appropriate policies, rules, guidelines, procedures, and practices.

Competencies

Core Competencies: Innovation

Ability to make new and useful ideas work

Leadership

Ability to persuade others to follow

People Management

Ability to improve performance and satisfaction

Communication

Ability to listen, adapt, persuade and transform

Delivery

Ability to get things done while exercising good judgement

Technical/Functional Competencies: Human Resources Management (General)

Knowledge of HR management issues and principles and the ability to apply them to strategic and/or practical situations

Budget Management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Office Management

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Procurement

The ability to acquire goods, services or works from an outside external source

Client Orientation

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Professionalism

Knowledge of administrative policies, procedures and practices, in particular in human resources, and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work

Relationship Management

Ability to engage and foster strategic partnerships with other parties, Inter-Agency Coordination and forge productive working relationships

Required Skills and Experience

Education:

• High school diploma or equivalent

Experience:

• Minimum six years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• Experience working in an administrative support function with the United Nations is desirable.
• Experience working in support of a multicultural team in human rights is desirable

Language Requirements:

• Fluency in oral and written Arabic and good knowledge of oral and written English is required.
• Knowledge of another official United Nations language is an advantage

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

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.

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