Logistics And Administrative Assistant

Org. Setting and Reporting UNRWA is a United Nations agency established by the General Assembly in 1949 and is mandated to provide assistance and protection to a population of some 5.8 million registered Palestine refugees. Its mission is to help Palestine refugees in Jordan, Lebanon, Syria, West Bank and the Gaza Strip to achieve their full potential in human development, pending a just solution to their plight. UNRWA's services encompass education, health care, relief and social services, camp infrastructure and improvement, microfinance, and emergency assistance. UNRWA is the largest UN operation in the Middle East with more than 30,000 staff. UNRWA is funded almost entirely by voluntary contributions. If you are looking for a rewarding opportunity to make a tangible difference for one of the most vulnerable communities in the world, UNRWA would like to hear from you. Supervisor: The incumbent of this post reports directly to the Head of Section as assigned.

Responsibilities

1. Manages the flow of section documents and facilitates effective access, tracking and retrieval of such documents by the section staff.
2. Receives, verifies, and records the purchase requests and distributes the requests to the respective officers.
3. Monitors, controls and records the receipt and purchase requests to ensure timely submission in accordance with the procurement plan and checks for any discrepancies.
4. Controls records of the contract proposals submitted to the appropriate awarding authority and enters them together with related purchase orders into the relevant database and tracking application.
5. Produces and keeps reports on the outstanding purchase requests that are not completed; prepares sheets on tenders and RFQs showing the latest status including dates of openings, submission, and closure dates and distributes copies to the concerned parties.
6. Ensures that supervisor is aware of any item of special interest, checks accuracy of correspondence prepared for signature and brings discrepancies to the attention of the originator.
7. Monitors supervisor s schedule, arranges meeting and manages appointments, prepares meeting minutes and undertakes follow-up actions.
8. Carries out routine actions;gatheres and compiles files and other information; contacts other organizations to exchange information as required; responds to and manages the incoming calls.
9. Performs other duties as may be assigned by the supervisor.

Competencies UN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. In Addition:

Functional Competencies:

1. Relating and Networking
2. Planning and Organizing
3. Applying Technical Expertise
4. Following Instructions and Procedures
5. Coping with Pressure and Setbacks

Desired Candidate Profile

Education - Successful completion of Secondary education plus two years business course recognized by the Agency.
Job - Specific Qualification Not available.
Work Experience Indicate your current involvement in any outside activities, as it is required. Including but not limited to employment, independent contractor/freelance consultant, board member (corporate, academic, etc), expert group, lobby, public speaking/writing (article, book, blog, social media etc), teaching, conferences, training, press statement, voluntary work, political activity, fundraising/donation for non-UNRWA entity, running for public office, role in political party or orgs, owning business, work for gov./NGO/private company/charity, UNRWA partner/vendor, full/part-time, paid or not. A yes answer doesn t necessarily lead to exclusion from future work at UNRWA, yet misrepresentation in providing accurate/complete info can lead to disqualification/termination of appointment, if hired.
A minimum of four years of clerical work experience in procurement and logistics is required
Please confirm if you live/ reside in West Bank or Jerusalem? And if you have West Bank or Jerusalem ID. please to mention its number down, as it is desirable.
Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult