Administrative and Travel Support Assistant

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.

Description of task

Within the delegated authority and under the supervision of the Operations and Services Manager or his designated mandated representative(s), the UNV Administrative and Travel Support Assistant will undertake the following tasks:

Support to the administrative and logistical Travel services

1. Arrangements of travel and hotel reservations, processing requests for visas, identity cards and other documents.
2. Support ticketing arrangements.
3. Issue UN identity cards and driving licenses for UNDP and other UN Agencies for all newly and extended contracts and registering the serial number for each.
4. Monitor the status of UN IDs validation, and follow up to get old and expired UN IDs.
5. Follow up on submission of driving test forms in coordination with the Security unit and keep copies archived.
6. Administrative support to conferences, workshops, retreats.
7. Follow on Travellers vendor requests by collecting forms and follow up with finance to create the vendor in the system.
8. Maintains effective client relationships and responds to client needs promptly.

Enhancement of Cost Recovery

1. Validates and processes cost-recovery charges on Excel sheet for Travel services provided by UNDP to clients (UN Agencies, projects etc).
2. Perform Cost-recovery for regular services (online tracking and regular invoicing)
3. Support in updating billing and review of supporting document for audit purposes.

Support to the common services

1. Provide support to PAPP Abraj office (e-requisitions, sub-lease agreements / MoUs with agencies (UNIDO, UNFPA, GEF at this moment), invoicing to agencies, follow up with Abraj focal person where needed in relation to agencies)
2. When required and as needed, create e-requisitions for UN agencies procurement requests as well as Admin.
3. Follow up on Gaza leases and cost-recovery invoices (in coordination with Gaza colleagues)
4. Replacement of staff when needed
5. Draft Minutes of meetings for Operation Management Team (OMT) meetings and follow up on action points.
6. Follow up on project activities as required (NAD, UNSCO)

Any other related tasks as may be required or assigned by the supervisor.

Educational additional comments

Bachelor’s degree in accounting, finance management, business administration or any other relevant field

Experience remark

• At least 2 years of professional work experience at the national and/or international level in administration and management, or other relevant programmes; experience with travel and booking is an asset, as is experience working in the UN or other international development organization.
• Knowledge management, archiving and documentation is Mandatory
• 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 MS Office applications (Excel, Word, etc.) and email/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 administration, volunteerism as a mechanism for durable development, and the UN System.

Language skills

• English(Mandatory), Level - Fluent
• Arabic(Mandatory), Level - Fluent

Competencies values

Accountability, Commitment and Motivation, Communication, Integrity, Judgement and Decision-making, Professionalism, Working in Teams

Application procedure

This is a National Specialist[WB1] UN Volunteer assignment with monthly VLA payment of ILS 4724.83 . Only applications from “Palestinians” living in Jerusalem and West Bank will be considered. Application procedure: * Not yet registered in the UNV Talent Pool? Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to 'My Page' at https://vmam.unv.org//candidate/mypage and click on the 'Special Calls' hyperlink. Lastly, select the special call with the Application Code. * Already registered in the UNV Talent Pool? Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to 'My Page' at https://vmam.unv.org/candidate/mypage and click on the 'Special Calls' hyperlink. Lastly, select the special call with the Application Code Application deadline: 29-09-2021