Administrative Assistant

Administrative Assistant (Temporary Appointment) - Level ICS-5 - East Jerusalem

Responsibilities: Within delegated authority, the Administrative Assistant will be responsible for the following duties:

• Assists in the implementation of operational strategies focusing on achievement of the following results:
  • Full compliance of administrative and financial procedures of UN/Secretariat rules, regulations, policies and strategies.
  • Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
• Human Resources Responsibilities:
  • Supports the recruitment processes for the OCHA oPt office by assisting in the preparation of vacancy announcements, reviewing of applications, and providing a short list to hiring managers.
  • Acts as an HR Representative during interviews, and drafts interview reports for the  the Head of Administration review.
  • Assists in the facilitation of (recruitment verification) of the selected candidates by initiating and following up on reference checks and academic verifications and ensuring completion of pre-recruitment formalities.
  • Assists in planning, organizing, developing, and administering tests related to recruitment of general service and other categories of staff.
  • Maintain digital recruitment files, track recruitment progress, and update managers on necessary actions.
  • Send out rejection/regret letters.
  • Update the OCHA oPt recruitment Roster. 
  • Prepares classification requests for positions.
• Financial Responsibilities: 
  • Supports the replenishment of the imprest account in accordance with established procedures and guidelines.
  • Maintains accurate and complete imprest account records and receipts.
  • Ensure that all invoices and receipts submitted for reimbursement adhere to the established guidelines.
  • Replenishment of the imprest account regularly in UMOJA, ensuring invoices and supporting documents are attached to each journal disbursement transaction in UMOJA.
  • Ensure the availability of funds in the Imprest Account.
• Procurement Responsibilities:
  • Assists in the preparation of requisition forms, supporting documents and memos for the procurement of activities for OCHA oPt office in line with established rules and regulations.
  • Assists in the preparation of supporting documents, including Terms of Reference and specifications for the establishment of Long-Term Contracts for submission to OCHA Procurement Section in Geneva.
  • Monitors and updates OCHA oPt procurement tracking matrix and the overview of the procurement table.
  • Supports in taking the necessary actions in UMOJA for Service Entry Sheets, Shopping Carts and Purchase Orders. 
  • Perform other duties as required.

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Qualifications:

Education:

• Secondary education is required.
• Bachelor’s degree in business or public administration, finance, accounting, or law will be given consideration, but it is not a requirement.

Job Specific Qualifications

Experience:    

• Minimum of 5 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant experience in Administration, Human Resources, Management, or related area is required.
• At least two (2) years of experience in the application of rules and regulations covering entitlements, benefits, and contract administration within the United Nations Common System or similar international organization is required.
• Experience in Human Resources and recruitment is required.
• Experience in ECC modules of an ERP system, such as SAP, is desirable.
• Experience in data analytics or related area is desirable.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required. 
• Prior experience with the UN System or international NGO is desirable.

Language:

English and French are the working languages of the UN Secretariat. Fluency in English and Arabic is required. Fluency equals a rating of "fluent" in all four areas (speak, read, write and understand). Knowledge of equals a rating of "confident" or "fluent" in at least two of the four areas.

Interested and qualified candidates can apply online through Apply Now-button below