Administrative and Logistics Clerk

Job Title: Administrative and Logistics Clerk

Type of Contract: National Personnel Service Agreement 

Duty Station: East Jerusalem

Duration of Contract: 12 months, renewable based on fund availability and performance  

Closing Date:   23:59 on 24 March 2025   

 

Job Description:

 

 

UNDP’s Programme of Assistance to the Palestinian People (PAPP) was established through a resolution adopted by the UN General Assembly on 20 December 1978, calling upon UNDP “to improve the economic and social conditions of the Palestinian people” Since its establishment, UNDP/PAPP has delivered over USD 1.7 billion in development assistance to the Palestinian People.

 

UNDP’s Palestinian Programmatic Framework (PPF) 2023-2025 sets out a vision of “a world in which all Palestinians can enjoy a dignified life and fulfil their own vision of a unified, peaceful and free society”. The PPF is centred around the concept of ‘Transformative Resilience’ and its three elements: a cohesive Palestinian identity, self-reliance, and ownership and leadership.

 

Over the next three years, UNDP/PAPP will build on its experiences and achievements to make critical contributions to the priorities defined by the Palestinian national development plans and the UN Sustainable Development Cooperation Framework (UNSDCF), through interventions in three programmatic priority areas: i) democratic governance and quality services; ii) inclusive economic opportunities; iii) sustainable natural resources management.

 

The overarching objective of IPR is to enhance the socio-economic resilience of marginalized Palestinian communities, including greater self-reliance, enhanced ownership and leadership and cohesive identity, with a specific focus on women’s empowerment and gender equality at the community level (impact).

 

To do so, the programme has embedded community engagement throughout the life cycle of the project, thus building leadership and ownership of the community. In its first three phases, IPR addressed community needs through: enabling the health sector to respond to COVID-19 and strengthening local service delivery and enhancing social cohesion in marginalized communities (phase 1); expanding its investments in community infrastructure linked to stronger community resilience (phase 2); and further expanding the community infrastructure component, strengthening access to socio-economic services and enhancing social engagement in marginalized and disadvantaged communities (phase 3). In its fourth phase, IPR is integrating a gender focus as a means to further advance its work and contribution to community resilience. Overall, IPR IV seeks to ensure inclusive and more resilient access to gender-responsive and, whenever possible, gender-transformative socio-economic opportunities, supported by community engagement and addressing environmental sustainability. A key strategic approach of IPR is the engagement of men as allies for women’s socio-economic empowerment and gender equality.

 

 

1.     Scope of Work

•    Administrative and logistical support to the portfolio

•    Support the day-to-day administrative management of programme and procurement activities

•    Support the knowledge building and knowledge sharing

•    The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

 

 

•    Provides effective support to the project team to ensure the efficient and effective functioning of administrative and logistical aspects of the work, including, but not limited to:

•    Maintains the internal filing and archiving system.

•    Provides support to the preparation and conducting of regular team meetings, events with internal and external stakeholders, field visits.

•    Maintains records of verified time sheets for project team.

•    Provides administrative support in preparation of project proposal packages.

•    Provides administrative support to the Programme Manager in following up on recruitment, contract extension and other internal human resource related issues.

•    Coordinate logistical arrangements for travel, workshops, conferences, missions, field visits including transportation and accommodation with UNDP/PAPP travel unit.

•    Drafts simple correspondence, agendas, programmes, itineraries for approval.

•    Supports the preparation of the Procurement Annual Plan.

 

 

•    Provides administrative support to the Programme Manager and other relevant staff in the administration of responsible party agreements (RPAs).

•    Supports and follows through on requests for payments from programme partners/consultants.

•    Follow up on the HACT/Audit and other corporate requirements with the relevant BSSC focal point.

•    Assists the preparation of certificate of completion/evaluation for consultants/contractors.

•    Provides administrative support to procurement of goods and services

 

 

•    Ensures prompt compiling, copying and distribution of all project/activity reports.

•    Supports effective knowledge management including maintaining the team calendar, leave plan and document management systems.

•    Supports the Programme Specialist and Programme Manager in the follow up of evaluations.

 

 

      2.  Institutional Arrangement:

Under the guidance of the Programme Specialist and the direct supervision of the Programme Manager, the Administrative and Logistics Clerk will provide programme support services, primarily administrative and logistical services, ensuring high quality, accuracy, and consistency of work. In addition, the incumbent will provide support to the relevant project staff in administration of implementing partners/consultants/contractors. S/he will work in close collaboration with the operations, communications and other programme staff in Jerusalem, Ramallah, Gaza Strip. There is no supervisory role for this position.

 

 

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

 

 

 

a) Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed.

b) Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision- making.

c) Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

d) Customer Satisfaction/Client Management: Ability to respond timely and appropriately 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 ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.

 

 

a) Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and

archiving.

b) Events management (including workshops, trainings, and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

 

Education:

Secondary Education preferably with specialized certification in Administration, Accounting or Finance OR a first-level university degree (bachelor’s degree or equivalent) in Business or Public Administration, Economics, Political Sciences, Social Sciences, or related field will be given due consideration but is not a requirement.

 

At least 4 years of relevant administrative and programme support experience is required at the national or international level with secondary education OR 1 year with same relevant experience as above with a bachelor’s degree.

 

 

1) Knowledge and experience with Microsoft Office.

2) Proven ability to produce meeting reports identifying key actions, edit documents and consolidate narratives for a drafted project report is required.

3) Experience in workshop or training planning and organizing is required.

 

 

1) Knowledge of the UN system and familiarity with UNDP procedures would be an asset.

2) Previous experience with international (public or private sector) organizations is desirable.

3) Experience in procurement of goods and services.

4) Ability to drive and travel within Jerusalem and West Bank.

 

 

Fluency in both English and Arabic is required (verbal and written).