United Nations Development Programme
UNDP/PAPP Vacancies
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138 - Local Team Assistant - Jerusalem
| Application Type : |
External Vacancy |
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| Job ID/Title : |
138 - Local Team Assistant |
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| Category : |
Management |
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| Brand : |
UNDP |
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| Post Level : |
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| Application Deadline : |
06-Mar-09 |
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| Duty Station : |
Jerusalem |
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| Type of Contract : |
Service Contract |
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Post Number :
(for 100 Series Contracts) |
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Languages Required :
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Arabic,
English,
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Starting Date :
(date when the selected canditate is expected to start)
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| Duration of Initial Contract : |
10 months (possible extension) |
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| Expected Duration of Assignment : |
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| Background: |
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UNDP/PAPP is seeking qualified candidates to apply for the vacancy of Local Team Assistant for the Office of The Quartet Representative in the Jerusalem office.
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| Description of Responsibilities: |
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Under the direct supervision of the Deputy Head of Mission of the Office of the Quartet Representative, the candidate is expected to:
- Provide efficient and discreet administrative support, logistic coordination and assistance as and when required; this includes, but not limited to, preparing letters and faxes, copying, filing, editing, and formatting computer documents, central record keeping, and data input.
- Assist in the management of the OQR office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the OQR team;
- Maintain and issue on a daily basis the OQR’s weekly meeting schedule;
- Serve as the main recipient of all incoming calls into the OQR, and routing them to the relevant staff. This requires regular presence in the office during operating hours;
- Provide administrative and logistical support to the team of OQR advisors on a wide range of issues, according to a program approved by the Deputy Head of Mission;
- Serve as the main recipient of OQR deliveries, and ensuring their routing to the relevant recipients;
- Create, maintain and update OQR staff contact list and other database information under a consolidated master list, and disseminate public contact data to the international community on a periodic basis;
- Act as the focal point (staff Induction Assistant) on all administrative issues for incoming and outgoing OQR staff, including initial accommodation, IDs, creation of IT accounts, business cards, office supplies, etc;
- In coordination with the OQR Special Assistant, maintaining the filing system, ensuring safekeeping of confidential materials, use of automated filing system;
- Follow up on day-to-day requests and activities for the OQR team. This includes preparing request forms and sending them out to the concerned parties in a timely manner.
- Maintain and update OQR inventory and telephone schemes and matrices. This includes all office equipment, furniture, landline phones, Jawwal and Orange mobiles (in coordination with the Head of Logistics and the Project Liaison Officer),
- Maintain and update forms for inventory control which includes signing in/out OQR equipment;
- Support to organization of all relevant events if and when required.
- Provide ad hoc support, as required, including back-up support to the Executive Assistant, as well as support to the Special Assistant for VIP visits to Jerusalem.
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| Competencies : |
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- Demonstrates commitment to OQR’s mission, vision and values.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Shares knowledge and experience.
- Competence with automated management systems.
- Knowledge of appropriate protocol and correspondence guidelines when dealing with Government and other external partners.
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
- Ability to perform a broad range of activities aimed at effective and efficient functioning of OQRs office, including data/ schedule management, maintenance of protocol, information flow, teamwork and flexibility.
- Confidentiality.
- Consistently approaches work with energy and a positive, constructive attitude.
- Is able to remain calm, in control and good humored when under pressure.
- Demonstrates openness to change and ability to manage complexities.
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| Qualifications : |
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- Secondary Education with specialized secretarial training or office management.
- 3 to 5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
- Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc), experience in handling of web based management systems.
- Excellent English language skills, both written and oral.
- Knowledge of Arabic and/ or Hebrew highly desirable.
- Work experience with an international organization and/or UN agencies is an asset.
“UNDP/PAPP is an equal opportunity employer: applications from men and women will be considered equally” |
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