UN-Habitat Administrative Assistant

UN-Habitat Administrative Assistant - Ramallah

Job ID/Title :UN-Habitat Administrative Assistant
Brand :UN-HABITAT
Application Deadline :12-Mar-14
Duty Station :Ramallah
Languages Required :Arabic, English,    
Duration of Initial Contract :     One year
Expected Duration of Assignment :    

Background:
The United Nations Human Settlements Programme (UN-Habitat)/Special Human Settlements Programme for the Palestinian People (SHSPPP) is seeking a qualified candidate for the vacancy of Administrative Assistant in the occupied Palestinian territory (oPt). Administrative Assistant provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.
Description of Responsibilities:
The Administrative Assistant works under the direct supervision of the Administrative/Finance Associate and overall guidance from the Operations Manager.  The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the UN-Habitat and other UN agencies staff to ensure consistent service delivery.

Summary of Key Functions:
-Implementation of operational strategies
-Provision of administrative and logistical support
-Provision of support to office maintenance and assets management
-Support to knowledge building and knowledge sharing

1-Ensures implementation of operational strategies, focusing on achievement of the following results:
 
-Full compliance of administrative activities with UNHabitat rules, regulations, policies and strategies.
-Provision of inputs to preparation of administrative team results-oriented workplans.

2-Provides administrative ,Finance and logistical support, focusing on achievement of the following results:
-Receipt of shipments, customs clearance arrangements, preparation of documents for UN-Habitat shipments (received/sent), arrangements for shipments.  Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
-Arrangement of travel and hotel reservations, preparation of travel authorizations.
-Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
-Administrative support to organization of conferences, workshops, retreats.
-Collection of information for DSA, travel agencies and other administrative surveys.
-Preparation of routine correspondence, faxes, memoranda and reports in accordance with UN-Habitat SOP.
-Extracting, inputting, copying and filing data from various sources.
-Maintenance of files in Administrative Unit
-Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans in addition to staff reimbursements for personal use
-Checking monthly communication bills and staff reimbursements for personal use.
-Prepare payment requests , OBMOs , authrorizations for day to day finance transactions

3-Provides support to office maintenance and assets management, focusing on achievement of the following results:
-Collection of information on assets management, maintenance of records and files on assets management.
-Maintenance of files and records relevant to office maintenance.

4-Provides support to knowledge building and knowledge sharing in the UN-Habitat/oPt, focusing on achievement of the following results:
-Participation in the training for the operations/projects staff on administration.
-Contributions to knowledge networks and communities of practice.
 
Impact of Results
The key results have an impact on the execution of the UN-Habitat/oPt administrative/logistical services in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services.
 
Competencies :
Competencies
Corporate Competencies:
-Demonstrates commitment to UN-Habitat’s mission, vision and values
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies
Knowledge Management and Learning
-Shares knowledge and experience
-Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
-Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.
-Ability to review data, identify and adjust discrepancies
-Ability to produce accurate and well documented records conforming to the required standard
-Ability to handle a large volume of work possibly under time constraints
-Good knowledge of administrative rules and regulations
-Strong IT skills

Leadership and Self-Management
-Focuses on result for the client and responds positively to feedback
-Consistently approaches work with energy and a positive, constructive attitude
-Remains calm, in control and good humored even under pressure
 
Qualifications :

Education:
A High school diploma
Experience:
Minimum of (3) years in Admin and Logistical work .
Language Requirements:
Fluency in spoken and written English and Arabic; knowledge of oral and written Hebrew is an important asset
Others:
Excellent working knowledge of MS Office-Word, Excel, Power Point.
Familiarity with UN procedures, and UN-Habitat in particular will be an advantage;
Sound judgment, excellent analytical skills, strong networking and interpersonal skills, ability to plan, organize and coordinate work and to cope with a demanding workload is expected;

 

Apply Now

IMPORTANT NOTE
The contract will be administered by UNDP-PAPP on behalf of UN-Habitat’s Special Human Settlements Programme for the Palestinian People.
 
“UNDP/PAPP is an equal opportunity employer: applications from both internal and external men and women will be considered equally”
 
UNDP actively supports the Convention on the Rights of Persons with Disabilities adopted by the United Nations General Assembly
 

Important message to all applicants!
-Please be aware that the UNDP/PAPP will review your application only if you have uploaded Personal History Form (P.11) to your application. Please download the form from the following link: http://jobs.undp.ps.
-You will get the opportunity to upload the P-11 at when you apply for the position.
-Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are under consideration will be contacted.
-For more detailed information about UNDP/PAPP please visit our website at www.undp.ps
 

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