Background

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.

UNDP’s Programme of Assistance to the Palestinian People (PAPP) derives its mandate from United Nations General Assembly Resolution 33/147 of 20 December 1978. Called upon by United Nations Member States in that year, UNDP was requested “to improve the economic and social conditions of the Palestinian people by identifying their social and economic needs and by establishing concrete projects to that end”.

“UNDP/PAPP offers operational services and support to several UN agencies operating in the occupied Palestinian territory. By promoting a client-centred approach in-line with UNDP's rules and regulations, our operational team collaborates closely with programme and project teams, as well as suppliers, UN agencies, and UNDP headquarters staff to address challenging operational -related issues”. The selected candidate will support Travel Unit in all matters related to travel and protocol, travel and related administrative services provided to UNDP and other UN agencies.

Duties and Responsibilities

1.Assist in provision of Administrative Support to UNDP and other UN agencies Personnel through

• Assist in the day-to-day administrative tasks required for the efficient operation of the office.
• Maintain and organize physical and electronic files for easy retrieval and reference.
• Prepare, draft, and format routine correspondence and official documents following prescribed templates and policies.
• Manage office supplies, coordinate procurement requests, and ensure adequate inventory levels.
• Liaise with internal and external stakeholders, including suppliers, vendors, and service providers.
• Assist in organizing meetings, workshops, and events, including venue arrangements, catering, and materials preparation.
• Support the supervisor and team with office-wide communication (email, phone handling, dispatching of documents, etc.).

2.Support in coordinating Travel through:

• Coordinate staff travel (domestic and international) in accordance with organizational policies, regulations, and budget parameters.
• Arrange flight bookings, accommodation, transportation, and visa processing for travellers.
• Generate travel itineraries, ensure compliance with travel authorization requirements, and verify all necessary documentation.
• Assist in preparing and following up on Travel Requests and related financial documents.
• Process Travel Claims (advances, reimbursements, etc.) and liaise with relevant departments for approvals and payments.
• Maintain accurate records of staff travel and stay updated on travel advisories, visa requirements, and local regulations.

3.Assist in Reporting and Compliance with the unit through:

• Ensure that all procedures and tasks are performed in compliance with organizational policies and applicable regulations.
• Generate periodic reports on administrative and travel activities, highlighting any issues or areas of improvement.
• Contribute to the development and updating of travel and administrative guidelines within the organization.

The incumbent performs any other duties agreed to within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

4.Institutional Arrangement

Under the Guidance of the Operations and Service Manager and direct supervision of the Administrative Assistant, the Admin & Travel Support Assistant ensures execution of efficient travel and protocol services and processes to UNDP and other UN agencies. Additionally, she/he will support the day-to- day operations of the Unit by providing administrative, logistical, and coordination support in line with UNDP policies and procedures.

Competencies:

CORE:

Achieve Results:

LEVEL 1: Plans and monitors own work, pay attention to details, deliver quality work by deadline.

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
 

Act with Determination:

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 discrimination

Cross-Functional & Technical competencies:

1) Digital & Innovation: 

Data privacy and digital ethics:   1) Knowledge of ethical usage of digital technology (e.g.AI, robotics, automation) and data. Ability to assess ethical implications when using, combining or sharing data, when building or implementing AI systems, and when advising on robotization and automation etc. 2) Ability to design privacy protocols to ensure data is protected and used for legitimate purposes without unnecessary privacy risks.
 

2) Administration & Operations:    

Documents and records management:    Overall document (hard or electronic) management. registry and retention policy including storing and archiving.

3) Administration & Operations:    

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 matters.
 

4) Administration & Operations:    

UN travel documents:    Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas and ensure oversight and endorsement.
 

5) Administration & Operations:   

ERP travel and expense:  module    Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agencies.

6) Administration & Operations:    

Entitlement travel:    Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies.
 

General (across the functions):  Event planning and execution:    Ability to plan, manage and execute public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.
 

Required Skills and Experience

Min. Education requirements:

• Secondary Education preferably with specialized certification in Administration, Accounting or Finance OR
• First-level university degree (bachelor’s degree or equivalent) in Business or Public Administration, Economics, Political Sciences, Social Sciences, or related field will be given due consideration but is not a requirement.

Min. years of relevant work experience:

• At least 4 years of relevant administrative and programme support experience is required at the national or international level with secondary education OR 1 year with bachelor’s degree of same.

Required skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc).
• Advance knowledge of spreadsheet and database packages. Experience in handling of web-based management systems

Desired skills in addition to the competencies covered in the Competencies section:

• Knowledge of the UN system, Rules and regulations, and familiarity with UNDP procedures would be an asset.
• Previous experience with international (public or private sector) organizations is desirable.
• Knowledge of Protocol correspondences and Travel Procedures is required.
• Experience in workshop or training planning and organizing is required.
• Ability to drive and travel within Jerusalem and West Bank.

Required Language(s): Fluency in both English and Arabic languages.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.