Logistics And Administrative Assistant

The Logistics and Administrative Assistant manages section documents, purchase requests, contract proposals, and reporting within the Procurement and Logistics Department. The role supports the supervisor by monitoring schedules, arranging meetings, and performing routine administrative tasks to ensure efficient procurement and logistics operations at the Field Office West Bank.

Responsibilities

• Manage the flow of section documents and facilitate effective access, tracking and retrieval of such documents by section staff.
• Receive, verify, and record purchase requests and distribute them to respective officers.
• Monitor, control and record receipt and purchase requests to ensure timely submission in accordance with the procurement plan and check for discrepancies.
• Control records of contract proposals submitted to awarding authority and enter them with related purchase orders into relevant database and tracking application.
• Produce and keep reports on outstanding purchase requests and prepare sheets on tenders and RFQs showing latest status including dates of openings, submission, and closure dates and distribute copies to concerned parties.
• Ensure supervisor is aware of any item of special interest, check accuracy of correspondence prepared for signature and bring discrepancies to attention of originator.
• Monitor supervisor’s schedule, arrange meetings and manage appointments, prepare meeting minutes and undertake follow-up actions.
• Carry out routine actions; gather and compile files and other information; contact other organizations to exchange information as required; respond to and manage incoming calls.
• Perform other duties as assigned by the supervisor.

Requirements

• Successful completion of Secondary education plus two years’ business course recognized by the Agency.
• A minimum of four years of clerical work experience in procurement and logistics is required.
• English language proficiency at UN Level II in reading, writing, listening, and speaking.
• Candidates must reside in West Bank or Jerusalem and have authorization to work in the duty station at the time of application.
• Candidates must confirm if they live/reside in West Bank or Jerusalem and provide West Bank or Jerusalem ID number if available.
• Applicants must provide complete and accurate information pertaining to their personal profile and qualifications.
• Applicants must be internal candidates residing within commuting distance of the duty station.
• Applicants must comply with UNRWA's zero-tolerance policy on misconduct and undergo background checks including academic credential verification, employment history, Clear Check, INTERPOL, and certification of non-conviction where available.

Skills

• Procurement Clerical Work
• Logistics Clerical Work
• Document Management
• Purchase request processing
• Contract Proposal Management
• Reporting
• Schedule Monitoring
• Meeting Arrangement
• Administrative Support
• English Language Proficiency
• Background Check Compliance

Languages

English