Operations Assistant

The Position:

The Operations Assistant will be based in Jerusalem and reports to the Operations Manager in UNFPA Palestine Country Office. 

The Operations Assistant works in close collaboration with the Programme and Operations teams supporting both the country office. The incumbent is expected to provide effective operational support and work closely with procurement, logistics, finance and programme to ensure programme delivery.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Operations Assistant provides administrative support services ensuring high quality, accuracy and consistency of work.  The Operations Assistant provides administrative support for the timely procurement of goods and service especially the travel services, the accurate and timely records keeping and accounting of inventory supplies and information technology support

You would be responsible for:

Inventory and supplies trackering

• Serve as Shipment Tracker focal point and as alternate buyer for the country office. 
• timely and accurately records all inventory transactions (e.g., physical receipt, put in warehouse, handover and disposals / adjustments) in the Shipment Tracker. 
• Verify and upload the appropriate supporting documents (e.g. receiving and inspection forms, and delivery slips) in support of the transactions in the Shipment Tracker; 
• Timely and accurately record locally procured goods transactions into the Shipment Tracker. 
• Support the Supply team on inventory-related issues on a monthly basis, together with the procurement and logistics associate in Gaza;
• Participate in the periodic physical verification of the inventory items.

Logistics and fleet management 

• Provide support in preparing Low Value Purchase Orders - LVPOs and Notes for the File - NFFs.
• Support the fleet management records and maintenance documents.
• Assist to transportation unit related to fleet management, vehicle insurance , and maintenance

Human Resources (HR) and Travel

• Assist in checking and maintaining attendance records, leave reports; and answering queries related to leave entitlements and accruals.
• Provide support for the preparation of leave plans on a quarterly basis and updating them regularly.
• Provide support in submitting requests for UN IDs and entry permits.
• Provide support for travel coordination. 
• Assist in travel arrangements for all staff: international and local travel in accordance with the approved missions by adequate documentation including invitation/information note

General Administration/Finance suppor

• Provide support for basic IT needs of the staff when required.
• Support network administration
• provide support in ensuring effective functioning of the CO hardware and software packages.
• Arrange Operations meetings and take notes whenever necessary.
• maintains and updates general subject files for the operations unit.
• Review, check and reconcile bills, invoice and receipts from vendors in a timely manner and before submission to the Finance Unit for processing.
• Provide support in cost recovery of transportation, private vehicle usage, telephone and mobiles. 
• Assist the Administration in preparing requests for Direct Payments for non-PO payments.