Logistics And Administrative Assistant

Client of United Nation careers; Palestine (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

UNRWA is seeking a Supervisor in Procurement and Logistics to support the section's document flow, purchase requests, and contract tracking. The role reports to the Head of Section and involves coordinating with staff to ensure timely processing and accuracy of procurement activities.

The ideal candidate will have secondary education plus two years of business training and at least four years of clerical experience in procurement.

Qualifications

• Successful completion of Secondary education plus two years business course recognized by the Agency.
• A minimum of four years of clerical work experience in procurement and logistics is required.

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.

Skills

Document control

Procurement

Records management

Communication

Office software

Education

Secondary education + two years business course

Tools

MS Office

ERP system

Job description

Org Setting and Reporting

UNRWA 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 58 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

(Position title) Reports directly to the Head of Section as assigned.

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 by the supervisor.

Competencies

• UN Core Values of Integrity, Professionalism and Respect for Diversity.
• Core Competencies of Communication, Working with People and Drive for Results.
• 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.

Work Experience

• A minimum of four years of clerical work experience in procurement and logistics is required.

Languages

Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult).