Administrative Assistant

The Administrative Assistant provides broad administrative support within the Department of Safety and Security in East Jerusalem. Responsibilities include human resources management, budget and finance assistance, general administration, contract administration, and coordination with various UN and external entities to ensure effective office operations.

Responsibilities

• Initiates, reviews, processes and follows-up on actions related to the administration of the Office’s human resource activities both internally and with UNDP, using Umoja ERP solution, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Monitors and maintains staffing table and prepares relevant statistical data/charts; generates and reviews Umoja reports in support of management decision making.
• Advises staff on submission of travel authorizations; coordinates with staff member and Travel Section or UNDP; reviews travel claims and supporting documentation and all other actions related.
• Assists in the preparation and review of financial and human resource proposals/requirements; assists in consolidation of budget/work programme with respect to Office’s budget, extra-budgetary funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Prepares or customizes financial reports from Umoja system generated reports.
• Coordinates with other finance and budget staff on related issues during preparation of budget reports.
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, accounting, payment, contract management and logistics.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• Manages asset and inventory records, including tagging, tracking, physical verification, and preparing documentation for write offs or transfers.
• Maintains the asset register and inventory tracking system, ensuring compliance with UN property management rules.
• Assists with contracts and lease agreements between UNDSS and external service providers, including reviewing invoices against goods and services delivered.
• Maintains all contract files, agreements, correspondence, and supporting documentation in the shared drive, ensuring records are complete, well organized, and up to date.
• Uses Quantum (UNDP ERP) to create e requisitions and support procurement related actions as required.
• Ensures timely processing and payment of contractors’ invoices and monitors payment status to avoid delays.
• Prepares and processes all UN forms and permissions for UN staff, including UN grounds passes, visas, laissez-passer, UNDP driving license, etc., including coordinating with UNDP as necessary.
• Performs other related administrative duties, as required.

Requirements

• High school diploma or equivalent.
• Successful completion of studies in accounting, commerce, business administration, or a related field is desirable.
• A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, procurement or related area is required.
• The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.
• At least two (2) years of experience processing financial management, payment, budgeting, accounting is required.
• At least two (2) years of experience in contract management, procurement, coordinating with suppliers, external clients is required.
• Experience in using administration modules in an Enterprise Resource Planning (ERP) system, such as Umoja SAP, UNDP Quantum or similar ERP tool, including for administrative procedures, payment processing, and inventory management, is desirable.
• At least one year of experience in data analytics or related area is desirable.
• Experience in providing administrative support within the UN common system, similar international organization or an international NGO is desirable.

Skills

• Administrative Services
• Finance Management
• Payment Processing
• Budgeting
• Accounting
• Audit
• Contract Management
• Procurement
• Supplier Coordination
• Enterprise Resource Planning
• Umoja SAP
• UNDP Quantum Software
• Inventory Management
• Data Analytics
• Human Resources Management
• Office Management
• International Organization Administration

Languages

English, Arabic, Hebrew