Administrative Assistant

Job Identification17666LocationsIsraelPosting Date04/18/2024, 03:58 AMApply Before04/25/2024, 10:59 PMJob ScheduleFull timeAgencyWorld Health OrganizationGradeG5Vacancy TypeFixed TermPractice AreaManagementBureauRegional Bureau for Arab StatesContract Duration1 Year with Possibility for extensionEducation & Work ExperienceBachelor's Degree - 2 year(s) experience OR High School certificate- 5 year(s) experienceRequired LanguagesProficiency in English and HebrewVacancy Timeline1 WeekMobility required/no mobilityno mobility requiredBackgroundDiversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.The incumbent works with a considerable degree of independence, ensuring the smooth functioning and continuity of the office; receives directions from the Special Representative on technical matters; and seeks guidance Office, information from available sources. Policy matters must be brought to the attention of the supervisor(s). General guidance is given to the incumbent by the Special Representative as well by the Copenhagen based administrative office.The incumbent exercises judgement and flexibility in the application of guidelines and selection of administrative course of action. For activities not covered by established guidelines and for ad hoc unforeseen situations the incumbent uses initiative and common sense, drawing from experience. The incumbent may seek guidance for solutions to administrative matters from relevant staff in WHO/EURO. S/he may propose innovative initiatives.As the unique focal person for all operational and administrative work of WHO in Israel, the incumbent performs a variety of secretarial, operational, coordinating, monitoring and administrative services to ensure the efficient daily running of the WHO Presence and Office and in support of activities. Typically, the incumbent performs the following categories of duties): direct support to the Special Representative; duties of administrative assistant including budget and finance management; and coordination with UN (mainly UNDP and UNDSS) on administrative matters.Under the overall guidance and supervision of the Special Representative to the WHO Regional Director for EURO in Israel, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the COand other UN agencies staff to exchange information and ensure consistent service delivery.Duties and ResponsibilitiesAdministrative: Office management - administration, procurement, human resourcesProvide input to the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects.Assist with human resources administrative tasks, including monitoring staff contracts, maintaining and updating the departmental human resources plan accordingly and acting as leave administrator.Coordinate the smooth running of administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department.Analyze incoming correspondence and requests, researching and providing background information as required.Draft correspondence on own initiative or based on instructions and finalize correspondence/reports for signature.Maintain the unit's filing system of technical documents and correspondence.Provide support on all administrative and logistics preparations required for the organization of meetings and staff travel.Support colleagues on general administrative processes and assist/backstop administrative staff in the team.2.) Financial: Budget and Finance Management - Use GSM (WHO’s ERP System)Review obligating documents and undertake reconciliations, as required.Process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.Support in monitoring aspects of the implementation of country activities, such as, funds for project/programme budget and financial expenditures, according to the approved country work plan, drawing the attention of the supervisor to problems, inconsistencies, and delays.Brief staff at all levels on budget, financial, administrative, human resources and other procedures and practices.3. Knowledge and information managementPrepare daily press summary from relevant Hebrew outlets and newspapers.Maintain WHO documentation modules (if applicable) and all WHO documentation in consultation with the WHO Documentation Centre as applicable: ensures that information is properly disseminated.Provide briefing and guidance to general service and professional staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.Scan, record, refer and follow up on correspondence and documents, evaluates the urgency or critical nature of items, bringing them to the attention of the Head of Office; informs and reminds the Special Representative of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.Establish and maintain the filing system of technical documents and correspondence. Create background files and compiles reference material as appropriate.Respond to and act on incoming enquiries in a timely manner (phone, social media, courier) and assess the critical nature of technical enquiries and refers them to appropriate staff for reply when needed.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.Supervisory/Managerial Responsibilities: NoCompetenciesCoreAchieve Results:LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively:LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsLearn ContinuouslyLEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with AgilityLEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleAct with DeterminationLEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and PartnerLEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and InclusionLEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationCross-Functional & Technical competenciesBusiness ManagementCommunicationAbility to communicate in a clear, concise and unambiguous manner both through written and verbal communication;to tailor messages and choose communication methods depending on the audience.Business ManagementOperations ManagementAbility to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.Knowledge of relevant concepts and mechanismsBusiness ManagementCustomer Satisfaction/Client ManagementAbility to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.Provide inputs to the development of customer service strategy.Look for ways to add value beyond clients' immediate requests.Ability to anticipate client's upcoming needs and concerns.Administration & OperationsTravel policy and proceduresKnowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related mattersAdministration & OperationsDocuments and records managementOverall document (hard or electronic) management; registry and retention policy including storing and archivingProcurementProcurement ManagementThe ability to acquire goods, services or works from an outside external source.People Management: N/ARequired Skills and ExperienceEducation:Secondary education is required.University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.Certifications in Administration and Procurement are desirable.Experience:Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration or programme support services.Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.Knowledge of administrative and financial support procedures and practices, rules and regulations is required.Ability to perform basic financial accounting operations is required.Skills to write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style is required.Skills to maintain effective client relationships is an assetAbility to undertake simple research and organize information for the preparation of reports briefings and filing is an asset.At least 2 years administrative working experience with WHO/UN system is desirable.Knowledge of WHO/UN administrative and financial support procedures and practices, rules and regulations is desirable.Knowledge of WHO/UN duty travel procedures and practices, rules and regulations is desirable.Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.Language Requirements:Proficiency in English and Hebrew.Working knowledge of other UN language is desirable.Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.Non-discriminationUNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.Scam warningThe United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. 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