Administrative Assistant

The Office of the United Nations Special Coordinator (UNSCO) invites applications for the following temporary position for an initial period of 6 to 9 months:

Click on P11 To download Personal History Form (P.11)

Title: Administrative Assistant
Level: Individual Contractor remunerated at GS-4 level
Duty Station: Jerusalem

Description of Duties and Responsibilities:
Under the direction and supervision of the Officer-in-Charge General Services, the incumbent will, amongst others, be responsible for the following duties:

1-Draft routine correspondence, memoranda and faxes from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
2-In cooperation with the OiC General Services, receive and inspect purchase orders and ensure that goods received are in order and assist in bar-coding new goods.
3-Assist in maintaining, updating and transmitting the inventory records of non-expendable equipment.
4-Receive and register incoming invoices electronically, submit for processing and follow up with finance to ensure payment.
5-Log correspondence, distributes registry files, mail and pouch throughout the office and maintain records of file movements.
6-Establish and maintain filing systems for General Services
7-Requisition office supplies and equipment, purchase stationery for the office when necessary, assist with control and distribution of supplies and maintenance of appropriate inventory records.
8-Operate office equipment such as scanner, digital sender, photocopier and other similar equipment as required.
9-In conjunction with the OiC General Services visit suppliers and vendors and discuss contractual issues.
10. Follow up with suppliers and vendors on the status of delivery of supplies, submission of invoices and contractual discrepancies.
11-Set up in-house tracking systems for General Services. This includes requisitions, purchase orders and budget tracking. Also, develop log sheets for delivered items.
12-Liaison with the United Nations Truce Supervision Organization (UNTSO) to request services as indicated in the MOU, such as booking of conference rooms, following up on the logistical movement of office equipment/supplies/furniture.
13-Assist the Personal Assistant to the Special Coordinator to arrange the logistical movements of events/social functions.
14-Ensure that the General Services inventories of expendables stored in the UNTSO Central Warehouse are maintained. Manual log sheets are to be maintained and updated as and when supplies are requested.
15-Collect, handle and transport supplies from shops/vendors and deliver to the UNSCO offices’
16-Perform any other office functions as determined by the OiC General Services.

Competencies:
-Professionalism: Ability to maintain accurate records, review and interpret a wide variety of data. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
-Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
-Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
-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.

Qualifications and Experience:
-A high school diploma or equivalent is required.
-Additional qualifications or training in the field of administration/logistics and/or related fields is an
advantage.
-At least four years relevant experience in administration and logistics and/or other related fields is required.
-Experience in the use of databases and computer software, in particular, Microsoft Office is required.
-Possession of a valid driver’s license valid for Israel and the occupied Palestinian territories is necessary.
-Ability to travel within the West Bank and Israel without any restrictions.
-Good interpersonal skills and ability to work with people with different background is essential.

Languages:
Fluency in oral and written English is essential. A working knowledge of spoken and written Arabic and/or Hebrew is desirable.

Completed applications, together with an up-to-date Personal History Form (P.11), should refer to vacancy announcement number UNSCO-02-2011 and should be forwarded to:
Preferably, by e-mail to: [email protected] or, alternatively, by facsimile to fax No. 025687299

By mail: UNSCO
Personnel Section
P.O.Box 490
Jerusalem 91004, Israel