Administrative Associate

Job Posting Organization:
The Office for the Coordination of Humanitarian Affairs (OCHA) is a part of the United Nations Secretariat that plays a crucial role in coordinating humanitarian responses to emergencies. Established to ensure a coherent response among humanitarian actors, OCHA's mission is to mobilize and coordinate effective humanitarian action in partnership with national and international actors. This includes alleviating human suffering during disasters, advocating for the rights of those in need, promoting preparedness and prevention, and facilitating sustainable solutions. The OCHA office in the occupied Palestinian territory is specifically tasked with inter-agency coordination during complex emergencies and natural disasters, focusing on disseminating information, supporting resource mobilization, and identifying humanitarian priorities and needs.

Job Overview:
The Administrative Associate position is pivotal within the OCHA Gaza Office, providing essential administrative, security" style="border-bottom: 1px dotted #007bff !important;">security, and facility management services. Under the guidance of the Head of Gaza Office and direct supervision of the Head of Administration, the Administrative Associate is expected to ensure high-quality, accurate, and consistent work while promoting a client-oriented approach in line with UNDP rules and regulations. The role encompasses a variety of administrative functions, including compliance with UNDP and UNOCHA rules, managing maintenance services, coordinating property management, and supporting safety and security management. The Administrative Associate will also be involved in developing internal Standard Operating Procedures and ensuring the efficient operation of OCHA facilities in Gaza, thereby contributing to the overall effectiveness of humanitarian efforts in the region.

Duties and Responsibilities:
The Administrative Associate will carry out a comprehensive set of responsibilities, including but not limited to: ensuring full compliance with administrative processes and procedures according to UNDP and UNOCHA regulations; coordinating maintenance services for OCHA offices and guest houses; planning and analyzing maintenance needs; reviewing contractors' invoices; supporting low-value acquisitions; developing standards for facilities management; liaising with safety and security for inspections; managing property in line with IPSAS 17; ensuring accurate inventory records in the UMOJA system; preparing final inventory reports; and contributing to security and safety management duties. The role also requires the ability to identify common issues and best practices, make strategic recommendations, and develop plans to enhance efficiency.

Required Qualifications:
Candidates must possess a secondary education as a minimum requirement. A university degree in Business Administration, Public Administration, or a related field is preferred but not mandatory. The role demands a strong understanding of administrative processes, financial rules, and regulations, as well as the ability to interpret architectural plans. Candidates should demonstrate professionalism, accountability, and a client-oriented approach, with a commitment to gender equality and diversity in the workplace.

Educational Background:
The educational background required for this position includes at least a secondary education. While a university degree in a relevant field such as Business Administration or Public Administration is advantageous, it is not a strict requirement. The emphasis is on the candidate's ability to perform the necessary administrative functions effectively and in compliance with organizational standards.

Experience:
The position requires a minimum of 7 years of relevant experience in administration, security management, facilities management, or a related area for candidates with a high school diploma. For those with a bachelor's degree, a minimum of 4 years of relevant experience is required. Experience in using office software packages, security risk management, procurement procedures within the UN system, and familiarity with ERP systems like SAP is desirable. Candidates should also have experience in conducting administrative processes in a complex organizational environment.

Languages:
Proficiency in both Arabic and English is mandatory for this position. This bilingual requirement is essential for effective communication within the organization and with external stakeholders, ensuring that the Administrative Associate can fulfill their duties in a diverse and multilingual environment.

Additional Notes:
The position is a fixed-term appointment, and all new staff members are subject to a probationary period of 12 months. The organization reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions at the same grade level. As an equal opportunity employer, UNOCHA encourages applications from diverse backgrounds and is committed to creating an inclusive workplace. The organization does not tolerate harassment or discrimination and emphasizes the importance of ethical conduct in all recruitment processes.