Administrative Assistant /Dispatcher

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. 

UNDP’s Programme of Assistance to the Palestinian People (PAPP) derives its mandate from United Nations General Assembly Resolution 33/147 of 20 December 1978. Called upon by United Nations Member States in that year, UNDP was requested “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 offers operational services and support to several UN agencies operating in the occupied Palestinian territory. By promoting a client-centered approach in-line with UNDP's rules and regulations, our operational team collaborates closely with programme and project teams, as well as suppliers, UN agencies, and UNDP headquarters staff to address challenging operational -related issues.

To ensure an effective transportation unit that operates and provides logistical and administrative support, it is essential to recruit an Administrative Cler – Dispatcher who will provide reliable and safe transportation services, supports the movement of staff and partners between different locations in East Jerusalem and West Bank, and assists with logistical arrangements that enable the smooth execution of activities

Duties and Responsibilities

1.Ensure Maintenance and provision of office vehicles for the transport of authorized project and management personnel and authorized UN missions’ personnel:

• Develop and implement vehicle management and maintenance systems in accordance with UNDP/PAPP vehicle management policy, rules and regulations.
• Develop and implement weekly/monthly transportation plan for needs of PAPP offices in East Jerusalem and West Bank.
• Assign daily activities for drivers in accordance with office needs including accommodation of emergency requirements.
• Ensure that all drivers are adhering to the dress code by dressing the UNDP/PAPP assigned uniform as well as understanding their daily duties and responsibilities.
• Ensure timely renewal of all UNDP/PAPP vehicles registration (license) and insurance as per the requirements of the host government.
• Monitor the Mechanical conditions of all UNDP Vehicles and coordinate repairs when necessary.
• When needed, ensures to drive official vehicles.

2.Ensure availability of all the required documents/supplies

• Safe keeping of vehicle insurance, office directory, map of the city/country
• Identify necessary tools and spare parts required by the Minimum Operational Security Standards - MOSS) in the assigned vehicle.
• Translate documents as required including bills, invoices and receipts to and from Arabic, English and Hebrew, and interprets when needed.
• Organize in a proper manner in line with the UNDP/PAPP policies, rules and regulations all documentation regarding usage of vehicles such as vehicles history logs that includes maintenance and fuel consumption records.

3.Provision of inputs for preparation of cost-recovery bills to the Admin Clerk for the personnel and missions’ use of official vehicles provided by UNDP:

• Maintain detailed daily logs of official vehicle usage, differentiating between personal and mission-related trips, including dates, times, destinations, mileage, and names of authorized users.
• Collect and compile vehicle utilization data from logbooks and other relevant sources, ensuring accuracy and completeness before submission.
• Calculate and provide necessary data inputs (such as mileage, fuel consumption, trip purpose) required for the preparation of cost-recovery bills to the Finance Unit.
• Classify and attribute costs appropriately between personal and mission use in accordance with UNDP policy and guidelines.
• Liaise with the head of Finance to clarify any discrepancies, provide supporting documentation, and ensure timely submission of inputs for billing purposes.
• Ensure all data provided are in compliance with UNDP’s cost-recovery and vehicle usage policies, maintaining strict confidentiality as required.
• Process Driving License applications for international staff upon request including world fleet registration 
• Maintain the inventory of all vehicles for the offices in Jerusalem, West bank and Gaza 
• Act the authorized focal person at the Ministry of Transpiration for all vehicle clearance matters.

• Supervise all assigned drivers for UNDP/PAPP

4.Translate documents as required including bills, invoices and receipts to and from Arabic, English and Hebrew, and interprets when needed

• Accurately translate financial and administrative documents (such as bills, invoices, and receipts) between Arabic, English, and Hebrew, ensuring all terminology and details are correctly reflected in the target language.
• Provide verbal interpretation during meetings, phone calls, or discussions as needed, facilitating clear communication among staff and external contacts in Arabic, English, and Hebrew.

5.Coordinate and Provide Transportation Services for High-Level UNDP Missions

• Liaise with mission coordinators and relevant offices to understand transportation requirements, prepare detailed schedules, and allocate suitable vehicles for high-level missions.
• Assign experienced drivers and ensure the most appropriate, well-maintained vehicles are available to meet protocol and safety requirements for VIP transport.
• Plan and confirm optimal routes, taking into account security advisories, traffic conditions, and mission itineraries to ensure timely and secure movement of mission members.
• Serve as a point of contact for transportation needs and last-minute changes, maintaining continuous communication with mission members, drivers, and the Operations/Admin team for updates and emergency responses.
• Maintain accurate logs of all trips, fuel consumption, and costs associated with high-level missions for reporting and cost-recovery purposes.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

 Institutional Arrangement

Under the guidance of the Special Representative of the Administrator and direct supervision of the Operations and Services Manager, the Administrative Clerk (Dispatcher) provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The incumbent will promote client, quality and results-oriented approach.  The incumbent works in close collaboration with the Operations, Programme and projects staff in UNDP/PAPP and other UN agencies staff to ensure consistent service delivery. She/he also demonstrates a client-oriented approach, courtesy, tact and ability to work with people of different national and cultural backgrounds

Core Competencies

Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross Functional and Technical Competencies: 

Required Skills and Experience

Min. Education requirements:

• High School Diploma OR First University Degree (BA) with relevant years of experience

Min. years of relevant work experience:

• Minimum of 4 years with High School diploma or 1 year with First University Degree (BA) of relevant work experience managing large fleets

Required skills:

• Knowledge of driving rules and regulations.
• Valid driver’s license and a clean driving record
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) as well as in handling of web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section:

• Experience working with UN or international organizations is highly desirable. 
• Ability to work under pressure, adhere to guidelines and meet strict deadlines.
• General Knowledge of vehicle maintenance.
• Ability to drive and travel within Jerusalem and the West Bank.
• Knowledge of Hebrew language is desirable.

Required Language(s):

• Proficiency in written and oral English and Arabic languages. 

Professional Certificates:

• Armoured vehicle driving certification is required.
• Hold Public Driving License is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.