Background
ย Diversity, Equity and Inclusion are core principles at UNDP:ย 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 โleave no one behindโ 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.
ย 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.ย
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 COย
and other UN agencies staff to exchange information and ensure consistent service delivery.ย
ย Duties and Responsibilities
2.)ย Financial: Budget and Finance Management - Use GSM (WHOโs 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 managementย
Prepare 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.ย 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: No Competencies
Core
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsย
Learn Continuously
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agilityย
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleย
Act with Determinationย
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationย
Cross-Functional & Technical competenciesย
Business Management
Communication
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication;ย to tailor messages and choose communication methods depending on the audience.Business Management
Operations Management
Ability to effectively plan, organize, and oversee the Organizationโs business processes in order to convert its assets into the best results in the most efficient manner.ย Knowledge of relevant concepts and mechanismsBusiness Management
Customer Satisfaction/Client Management
Ability 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.ย Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests.ย Ability to anticipate client's upcoming needs and concerns.ยAdministration & Operationsย
Travel policy and procedures
Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related mattersAdministration & Operations
Documents and records managementย
Overall document (hard or electronic) management; registry and retention policy including storing and archivingProcurement
Procurement Management
The ability to acquire goods, services or works from an outside external source.ยPeople Management: N/A
ย Required Skills and Experience ย Education:
Language Requirements:ย
Proficiency in English and Hebrew.ย Working knowledge of other UN language is desirable. Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.ย Non-discrimination ย UNDP 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.ย ย
ย 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.
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