Administrative and Logistical Clerk

The United Nations Development Programme (UNDP)is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. UNDP Programme of Assistance to the Palestinian People (PAPP) derives its mandate from the United Nations General Assembly Resolution 33/147 of 20 December 1978 to improve the economic and social conditions of the Palestinian people by identifying their social and economic needs and by establishing concrete projects to that end.

UNDP/PAPP places empowerment, resilience and sustainability at the center of its operation and focuses on three priority areas: the Gaza Strip, East Jerusalem and Area C of the West Bank, where the needs are the greatest. UNDP/PAPP is active in three thematic areas: governance and basic services; inclusive economic development; and management of natural resources. All these focus areas fall under the broader umbrella of transformative resilience which is centered around three concepts: ownership and leadership, self-reliance and cohesive identity.

UNDP/PAPP is seeking a candidate to fill the position of Administrative and Logistics Clerk based in Jerusalem, to support the broader resilience portfolio currently including two national programmes. The incumbent will primarily support the work of the Investment Programme for Resilience (IPR) team under the overall guidance of the Programme Specialist and the direct supervision of the Programme Manager, and for an expected duration of 1 year with possibility of renewal. S/he will be supporting the day- to-day programme activities.

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
• Performs any other duties as assigned by the Supervisor

1. Administrative and logistical support to the portfolio: 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.
• Prepares and submits travel authorisations, claim forms for travel expenses.
• 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.
• Makes logistical arrangements for travel, workshops, conferences, missions, field visits including transportation and accommodation.
• Drafts simple correspondence, agendas, programmes, itineraries for approval.
• Supports the preparation of the Procurement Annual Plan.

      2.  Support the day-to-day administrative management of programme and procurement activities: 

• 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.

      3.  Support the knowledge building and knowledge sharing

• 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.

      4.  Performs any other duties as assigned by the Supervisor.

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.