Administrative and Logistical Assistant

Volunteering Admin Logistics & Procurement

Overview

Support the Inclusive transitional community neighbourhood programme based in Gaza.

You have:

• Administrative and programme support experience is required.
• Previous experience in logistics is required.
• Experience working in the UN or other international development organization is desirable.
• Excellent oral and written skills; excellent drafting, formulation, reporting skills.
• Accuracy and professionalism in document production and editing.
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels.
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.
• Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), email, and internet; familiarity with database management; and office technology equipment.
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.
• Sound security awareness.
• Have affinity with or interest in UNDP work volunteerism as a mechanism for durable development, and the UN system.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

UNDP Programme of Assistance to the Palestinian People (PAPP) derives its mandate from 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 Assistant based in Gaza, to support the Inclusive transitional community neighbourhood programme. The incumbent will primarily support the work of the team under the guidance of the Programme Specialist and the direct supervision of the Programme Manager.

Under the guidance of the Programme Specialist and the direct supervision of the Programme Manager, the UN Volunteer will undertake the following tasks:

A. Administrative and Logistical Support to the Programme:

•This function focuses on ensuring efficient internal operations and overall programme delivery support: • Provide effective administrative and logistical support to the project team to ensure smooth operations. • Maintain an organized internal filing and archiving system of all programme documents. • Support the preparation and facilitation of regular team meetings, events with stakeholders, and field visits. • Prepare and submit travel authorisations, claim forms for travel expenses. • Provide administrative assistance to the Programme Manager in in matters related to recruitment, contract extensions, and internal HR follow-up. • Coordinate logistical arrangements for travel, missions, events, workshops, conferences, field visits including transportation and accommodation in coordination with the UNDP/PAPP travel unit • Draft simple correspondence, agendas, programmes, and itineraries for internal approval. • Assist in the preparation of the annual procurement plan. • Maintain accurate records of all processed payments. • Maintain and update inventory records for project supplies and equipment. • Ensure consistent use of templates and document standards for internal and external communication.

B. Quality Assurance and Administrative Support for Partners Engagement:

• This function focuses on overseeing the quality and consistency of administrative processes involving staff members, programme partners and consultants: • Provide administrative support to the Programme Manager and relevant staff in managing Responsible Party Agreements (RPAs). • Perform quality assurance on requests for payments from programme partners/ consultants. • Support the financial payment process for partners and consultants, including reviewing invoices and supporting documentation for accuracy and completeness, ensuring alignment with contract terms, and coordinating with the finance team for timely processing. • Support the implementation and tracking of HACT (Harmonized Approach to Cash Transfers), audit, and other corporate compliance requirements with the relevant BSSC focal point. • Assist the preparation of certificate of completion/ evaluation for consultants/ contractors. • Provide administrative support to procurement of goods and services related to programme activities. • Support the tracking and follow-up on partner/consultant deliverables and timelines. • Assist in compiling administrative inputs and documentation for donor or internal reporting purposes. • Track timelines and follow up proactively with programme partners on deliverables, reporting deadlines, and required documentation (e.g., progress reports, financial reports, final reports, deliverables under RPAs). • Maintain a detailed follow-up tracker for partner engagements, including contract milestones, pending documents, and correspondence. • Draft reminders and follow-up emails to partners and consultants on behalf of the Programme Manager or team. • Coordinate with programme staff and BSSC focal points to flag delays, missing documentation, or compliance concerns. • Organize and update the partner contact list, ensuring proper recordkeeping and communication flows. • Assist in scheduling and preparing follow-up meetings or calls with partners, including drafting agendas and taking notes.

C. Support the Knowledge Building and Knowledge Sharing • Support and maintaining the structure of the shared drive and ensuring the population of the documents in the proper locations for programme knowledge. • Support and ensuring the team calendar, leave plan and document management systems are accurately updated. • Support the Programme Specialist and Programme Manager in the follow up of evaluations. • Assist in organizing internal learning events, trainings, or workshops for team capacity development. • Support the drafting or formatting of internal updates, newsletters, or briefing notes.

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

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

Administrative and programme support experience is required. • Previous experience in logistics is required • Experience working in the UN or other international development organization is desirable. • Excellent oral and written skills; excellent drafting, formulation, reporting skills. • Accuracy and professionalism in document production and editing. • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development. • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel. • Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), email, and internet; familiarity with database management; and office technology equipment. • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. • Sound security awareness. • Have affinity with or interest in UNDP work volunteerism as a mechanism for durable development, and the UN system.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. A 6-month contract with subsequent contract extensions subject to availability of funding, operational necessity and satisfactory performance. A Volunteer Living Allowance (VLA) of ILS 6,220 is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents), as well as Exit allowance for satisfactory service.

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Potential interview questions

Added 8 months ago - Updated 8 months ago - Source: unv.org