Programme Administrative Assistant

Contract

This is a LICA-6 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Jerusalem

Jerusalem Office – UNOPS

UNOPS Jerusalem Office was established in 2006 and is currently operating in East Jerusalem, West Bank and Gaza. The portfolio includes projects in infrastructure, procurement, human resources, capacity building, access coordination and security and justice projects for partners and beneficiaries throughout the Occupied Palestinian Territory (oPt.). UNOPS works hand-in-hand with the Government of Palestine, the donor community, UN organizations, NGOs and the private sector. The functional objective of UNOPS Jerusalem Office is to deliver its projects in an efficient and effective manner and in line with the principles, rules and regulations of UNOPS, to achieve the outcomes sought by the clients

Background Information - Job-specific

To primarily provide support to the OQ Water and Telecom (W&T) Team in administrative, logistical, general office support to the W&T Team, composed of 5 staff members.

The Programme Administrative Assistant will work closely with the Director of W&T and the W&T team.

Functional Responsibilities

The Programme Administrative Assistant will be responsible for providing administrative, logistical, general office support in an office setting, servicing the W&T Team within OQ, in the context of its regular activities.

The W&T Director set the work priorities with him/her

The Programme Administrative Assistant will provide support in the following areas: - Manage and maintain the DoW&T’s calendar including arranging appointments and ensure that appropriate follow up is performed. - Liaise with the Travel and Office Assistant on DoW&T’s and the W&T Team travel plans. - Ensure all necessary briefing papers and travel documents are compiled for the DoW&T in a timely manner in advance of meetings/official trips. - Maintain a comprehensive list of all contact details related to the W&T Team. - Create and update action tracker sheet to track tasks coming out of the W&T team internal meetings. - Support management in monitoring fundraising by attending regular meetings and set up meetings with relevant stakeholders when needed and monitoring all progress on excel sheet. - Handling sensitive information in a confidential manner. - Greeting and assisting visitors to the office. - Conduct research as necessary. - Provide internet searches for documents which may be in Arabic, Hebrew, or English at the direction of the Team. - - Support logistics for Task Forces, meetings and conferences, including sending invites, booking rooms, and local transport and hotel bookings. - Assist at meetings and events as required (e.g. set-up of rooms, conference bridges, AV equipment, etc.). - Support and assist with organization and logistical arrangements of events, conferences, and workshops preparation (e.g. preparing logistics, materials, printouts, tags, bindings, list of participants, etc.). Communicate all relevant details to participants. - Provide hospitality assistance as needed and order food for group meetings. - Archive files on SharePoint and other platforms. - Prepare correspondence, filing, scanning, binding and copying. - Assist with other ad-hoc tasks when required.

The Programme Administrative Assistant may be asked to perform any other duty or task as requested by the W&T Director.

The work is of a highly confidential nature and the Programme Administrative Assistant must maintain the highest standards of confidentiality.

Education/Experience/Language requirements

Education:

• Completion of secondary school with six (6) years of experience is required;

  • First University Degree (Bachelor´s or equivalent) in business administration, political science, or related field will be an added advantage & may substitute some of the required years of experience.

  Work Experience:

• 6 years of experience ( or less depending on academic credentials) in an office setting with experience in an international organization is required.

  • Experience working in programme support and in administrative support functions is required.

  Skills and Abilities:

  • Flexibility to manage often unpredictable working hours; available on evenings and weekends, as needed is highly desirable.

  • Demonstrated high level competence with using standard office software packages (MS Word, Excel, PowerPoint, etc.).

  Language Requirements:

• • Fluency in Arabic is required.
• Excellent command of written and spoken English is required.

- Basic command of Hebrew is an asset.

Competencies ES

Demuestra comprender el impacto que tiene su función en todos los asociados y siempre pone al beneficiario en primer lugar. Desarrolla y mantiene relaciones externas sólidas y es un asociado competente para otros (si entra en sus funciones). Evalúa los datos y los procedimientos que se deben seguir para lograr decisiones lógicas y pragmáticas. Adopta un enfoque imparcial y racional con riesgos calculados. Aplica la innovación y la creatividad al proceso de resolución de problemas. Establece de forma eficaz una línea de acción propia y/o para otros con el objetivo de alcanzar una meta. Las acciones desembocan en la correcta consecución de la tarea con especial atención a la calidad en todas las áreas. Identifica las oportunidades y toma la iniciativa para actuar. Comprende que el uso responsable de los recursos maximiza el impacto que podemos tener en nuestros beneficiarios. Trata a todos los individuos con respeto, responde con tacto a las diferencias y anima a los demás a hacer lo mismo. Defiende las normas éticas y de la organización. Mantiene altos estándares de confianza. Es un modelo para la diversidad y la inclusión. Está abierto al cambio y es flexible en un entorno con un elevado ritmo de trabajo. Adapta su perspectiva a las circunstancias o los requisitos cambiantes. Reflexiona sobre las experiencias pasadas y modifica su propio comportamiento. El desempeño es constante, incluso bajo presión. Siempre persigue mejoras continuas. Expresa ideas o hechos de forma clara, concisa y abierta. La comunicación indica una consideración por los sentimientos y las necesidades de los demás. Escucha de forma activa y comparte de manera proactiva el conocimiento. Gestiona los conflictos de manera eficaz mediante la superación de las diferencias de opinión y la búsqueda de un denominador común. Actúa como modelo positivo que contribuye al espíritu de equipo. Colabora y apoya el desarrollo de otros. Solo para administradores de personal: mediante el uso de estilos de liderazgo apropiados, actúa como modelo de liderazgo positivo, motiva, dirige e inspira a los demás para que tengan éxito.

Contract type, level and duration

The contract for this position will be issued by the United Nations Office for Project Services (UNOPS) on behalf of its Client the Office of Quartet pursuant to an agreement between both parties whereby the successful candidate's contractual rights and responsibilities will be managed by the Office of Quartet (OQ) office and not by UNOPS

1. Contract type Local Individual contract
2. Contract level LICA 6
3. Contract duration 3 months with likelihood of extension based on performance and funding availability

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.