Administrative and Logistics Clerk- NPSA 4

Gaza

Organization: UNDP - United Nations Development Programme
Location: Gaza
Grade: Administrative support - NPSA-4, National Personnel Services Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
- Logistics
- Supply Chain
Closing Date: Closed

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United NationsDevelopment Programme (UNDP)is the UN’s global development network, advocating for change and connecting countriesto knowledge, experience and resources to help peoplebuild a betterlife. We are on the ground in 170 countriesand territories, workingwith governments and peopleon 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 concreteprojects to that end.

UNDP/PAPP places empowerment, resilience and sustainability at the centre 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 Gaza, to support the work of the Gaza Economic Resilience Programme (GERP) team under the overall guidance of the Programme Analyst and the direct supervision of the Project Managers, and for an expected durationof 1 year with a possibility of renewal. S/he will be supporting the day-to-day programme activities.

Duties and Responsibilities

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

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, and field visits.
Prepares and submits travel authorizations and claim forms for travel expenses.
Maintains records of verified time sheets for the project team.
Provides administrative support in the preparation of project proposal packages.
Provides administrative support to the Project Managers in following up on recruitment, contract extension and other internal human resource-related issues.
Makes logistical arrangements for travel, workshops, conferences, missions, and field visits including transportation and accommodation.
Drafts simple correspondence, agendas, programmes, and itineraries for approval.
Supports the preparation of the Procurement Annual Plan.

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

Provides administrative support to the Project Managers 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 in the preparation of certificate of completion/evaluation for consultants/contractors.
Provides administrative support to the procurement of goods and services.

Support the knowledge-building and knowledge sharing

Ensures prompt compiling, copying and distribution of all project/activity reports.
Supports in maintaining the team calendar and leave plan.
Supports the Programme Analyst and Project Managers in the follow-up of evaluations.

Performs any other duties as assigned by the Supervisor.

Institutional Arrangement

Under the guidance of the Programme Analyst and the direct supervision of the Project Managers, 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 the administration of implementing partners/consultants/contractors. S/he will work in close collaboration with the operations, communications and other programme staff in Jerusalem, Ramallah, and Gaza Strip.

Competencies

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 & Technical competencies:

ThematicArea	Name	Definition
Business management	Digital Awareness and Literacy	Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
Business management	Working with Evidence and Data	Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
Business Management	Communication	Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels
Administration and operations	Documents and records management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration and operations	Events management (including workshops, trainings, and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.

Required Skills and Experience

Min. education requirements	Secondary Education preferably with specialized certification in Administration, Accounting and Finance OR Bachelor’s Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences with one year of relevant administrative and programme support experience
Min. years of relevant work experience	At least 4 years of relevant administrative and programme support experience is required at the national or international level OR 1 year with Bachelor’s Degree
Required skills	Knowledge and experience with Microsoft Office
Desired skills in addition to the competencies covered in the Competencies section	Experience in providing logistical support is desirable. Knowledge of the UN system and familiarity with UNDP procedures would be an asset. Previous experience with international (public or private sector) organizations is desirable.
Required Language(s)	Fluency in both Englishand Arabic is required (verbal and written)
Professional Certificates	N/A

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: 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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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This vacancy is now closed.
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