Logistics And Administrative Assistant- (For Internal Candidates Only) - A

Org. Setting and ReportingUNRWA is a United Nations agency established by the General Assembly in 1949 and is mandated to provide assistance and protection to a population of some 5.8 million registered Palestine refugees. Its mission is to help Palestine refugees in Jordan, Lebanon, Syria, West Bank and the Gaza Strip to achieve their full potential in human development, pending a just solution to their plight. UNRWA's services encompass education, health care, relief and social services, camp infrastructure and improvement, microfinance, and emergency assistance. UNRWA is the largest UN operation in the Middle East with more than 30,000 staff. UNRWA is funded almost entirely by voluntary contributions. If you are looking for a rewarding opportunity to make a tangible difference for one of the most vulnerable communities in the world, UNRWA would like to hear from you. Supervisor: The incumbent of this post reports directly to the Head of Section as assigned. Supervisees: Not applicable. Responsibilities• Manages the flow of section documents and facilitates effective access, tracking and retrieval of such documents by the section staff. • Receives, verifies, and records the purchase requests and distributes the requests to the respective officers. • Monitors, controls and records the receipt and purchase requests to ensure timely submission in accordance with the procurement plan and checks for any discrepancies. • Controls records of the contract proposals submitted to the appropriate awarding authority and enters them together with related purchase orders into the relevant database and tracking application. • Produces and keeps reports on the outstanding purchase requests that are not completed; prepares sheets on tenders and RFQs showing the latest status including dates of openings, submission, and closure dates and distributes copies to the concerned parties. • Ensures that supervisor is aware of any item of special interest, checks accuracy of correspondence prepared for signature and brings discrepancies to the attention of the originator. • Monitors supervisor’s schedule, arranges meeting and manages appointments, prepares meeting minutes and undertakes follow-up actions. • Carries out routine actions; gathers and compiles files and other information; contacts other organizations to exchange information as required; responds to and manages the incoming calls. • Performs other duties as may be assigned CompetenciesUN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. In addition, the following competencies apply: • Relating and Networking • Planning and Organizing • Applying Technical Expertise • Following Instructions and Procedures • Coping with Pressure and Setbacks Education• Successful completion of Secondary education plus two years’ business course recognized by the Agency. Job - Specific QualificationNot available. Work Experience• You are required to have a minimum of four years of clerical work experience in procurement and logistics. • You are required to have a successful completion of Secondary education plus two years’ business course recognized by the Agency • Are you currently residing in Duty Station. It is required that you specify your current location. * You are required to make a declaration as to whether they have any current or past affiliations with non-governmental organisations, academic institutions, political organisations, military, or have/are engaged in activities or have made any public statements, that could be seen to impact their neutrality, objectivity or independence in the performance of their duties for the UN / UNRWA. Any declaration will not necessarily disqualify candidates from consideration for this post. * Do you have any outside activities or political affiliations that could potentially influence your ability to perform your duties with UNRWA? You are required to explain. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Arabic is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).