997 - UNHABITAT Admin and Logistics Assistant - Ramallah

Application Type : External Vacancy
Job ID/Title : 997 - UNHABITAT Admin and Logistics Assistant
Category : Other
Brand : UN-HABITAT
Post Level : SB3/1
Application Deadline : 11-Jan-19
Duty Station : Ramallah
Type of Contract : Service Contract
Post Number :
(for 100 Series Contracts)
Languages Required :
Arabic, English,
Starting Date :
(date when the selected canditate is expected to start)
Duration of Initial Contract : 6 months with the possibility to extend based on fund availability and perfomance
Expected Duration of Assignment :
Background:
Governments at the 19th Session of the United Nations Human Settlements Programme (UN-Habitat) Governing Council, adopted by consensus resolution 19/18 calling on UN-Habitat to establish a Special Human Settlements Programme for the Palestinian People (SHSPPP) and a Technical Cooperation Trust Fund (TCTF). The long-term development objective of the SHSPPP is to improve the human settlements conditions of the Palestinian People and in so doing contribute in a modest way to reaching peace, security and stability in the region. During the recent 23rd Governing Council, a new resolution was adopted, requesting UN-Habitat "to further focus its operations on planning, land and housing issues in view of improving the housing and human settlement conditions of Palestinians, addressing the urbanization challenges, supporting the building of a Palestinian State, humanitarian action and peace-building, in the areas where there are acute humanitarian and development needs, identified through technical assessments by UN-Habitat in coordination with all concerned parties".
UN-Habitat is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. The post is located in the Special Human Settlements Programme for the Palestinian People.
UN-Habitat is seeking a candidate to fill the position of an Admin and Logistic Assistant, under the overall guidance of the Head of Office and the direct supervision of the Operations Officer.
Description of Responsibilities:
1) Administrative Support Services
- Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.
- Provide administrative and logistical support and back up to the WHR projects, including but not limited to organized workshops, meetings, events etc, both internal and external. .
- Presentation of thoroughly researched information for planning of financial resources for administrative services
- Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
- Submission of information on administrative services provided for cost-recovery bills
- Submission of information on administrative request provided by HQ,ROAS, UNDSS, and other UN agencies.
- Maintain a well-organized filing system for all HR, procurement, and logistics paper work.
- Other Administrative duties, as required.
2) Asset Management
- Coordination of assets management in the country office, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
- Coordination of the provision of reliable and quality office supplies
- Manage collection of assets when staff members leave the mission.
Prepare and submit required documentation for write-off processes and obtain required approvals.
3) Financial Support
- Review monthly/weekly office invoices and vouchers and take necessary actions to clean all A/Ps.
- Monitoring of Ramallah Office lease and sub-lease agreements between UN-Habitat, Landlord, and other UN agencies.
- Reconcile expenditure records and prepare necessary adjusting entries
- Monitor Petty Cash management and replenishment.
- Analyze and bill the projects accordingly
- Maintain a well-organized filing system for all invoices and financial data.
- Other financial duties, as required.
4) Fleet Management
- Organize, manage, and supervise the use of vehicles in line with UN-Habitat policy, and report any non-compliance to Operations Officer.
- Organize in accordance with UN-Habitat polices, rules and procedures, all documentation regarding usage of vehicles, including a vehicle allocation policy, in conjunction with Operations Officer.
- Ensure that all vehicles are licensed and insured as per the requirements of the host government.
- Develop and implement a repair and maintenance system for all UN-Habitat vehicles
- Ensure that all drivers receive continuation training and development and retain current licenses.
- Perform any duties, as required.

IV. Impact of Results
The Admin and Logistics Assistant will play a key role in quality assurance of programme results, in relation to is/her field of expertise and help to ensure efficient and effective implementation of the programme activities and the mandate of the organization.
Competencies :
Professionalism:  Demonstrates professional competence and mastery in the fields of Admin and Logistics; shows persistence when faced with difficult challenges; commitment to continuous learning; actively seek to develop oneself professionally and personally; good analytical skills, which means the ability quickly identify the key subject(s) in complex and dynamic situations
Commitment to Continuous Learning:  Keeps informed of new professional developments; actively seek to develop oneself professionally and personally; contribute to the learning of colleagues and subordinates; show willingness to learn from others; seek feedback to learn and improve;
Communication:  Speaks and writes clearly and effectively; listens to others; tailors language tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Teamwork:  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; contribute to the learning of colleagues and subordinates; show willingness to learn from others; seek feedback to learn and improve;
Accountability:  Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Qualifications :
First university degree (bachelor’s degree or equivalent) preferably in Finance, Management Administration, or HR.
Minimum of two (2) years working experience
Proficiency in English and Arabic
Excellent working knowledge of MS Office-Word, Excel, Power Point; and other office applications.
Familiarity with UN procedures will be an advantage;
Sound judgment, excellent analytical skills, strong networking and interpersonal skills, ability to plan, organize and coordinate work and to cope with a demanding workload is expected.