مطلوب معاون إداري

الوصف الوظيفي:
Grade: G6
Contractual Arrangement: Fixed-term appointment
Contract Duration: 1 year (subject to availability of funds and satisfactory performance)
Closing Date: Aug 27, 2025, 12:59:00 AM
Primary Location: Jerusalem
Organization: EM_PSE WHO Representative's Office, Palestine
Schedule: Full-time
 
OBJECTIVES OF THE PROGRAMME
The incumbent works under the direct supervision of the Operations Officer, in close collaboration with other staff in the Country Office, as well as technical and administrative counterparts in the Regional Office. S/he plays a central role in ensuring the effective delivery of operational support services, including procurement, finance, human resources, travel, logistics, and office administration. S/he operates with a significant degree of independence, exercising sound judgment in interpreting and applying WHO rules, policies, and procedures to support programme implementation. The incumbent is expected to provide clear and timely advice to colleagues on administrative and operational matters, propose solutions to operational challenges, and support compliance with organizational standards. The role requires flexibility, initiative, and the ability to manage competing priorities in a high-pressure environment. The incumbent may be asked to brief new staff, train support personnel, and coordinate with service providers. S/he ensures operational continuity, particularly during peak periods, country-related events, or emergency situations. Guidance from the supervisor is sought on policy-level issues or exceptional cases that may set a precedent. S/he contributes to strengthening internal processes by identifying areas for improvement and proposing innovative approaches to enhance efficiency and effectiveness in support of the Country Office's mandate.
متطلبات الوظيفة:
DESCRIPTION OF DUTIES
Check and follow up on the Country Office's general emails, taking necessary actions. Provide support and input to the Operations Officer on planning, resource allocation, financial management, human resources, procurement, and general administration.
Provide support to the Operations Officer in preparing and monitoring the office running costs budget. Ensure sufficient budget and cash flow for recurring costs and necessary one-time investments to facilitate smooth operations in a safe and secure office environment.
Provide administrative support in the operational planning and development of projects and work plans, assisting the Operations Officer throughout the project lifecycle.
Verify obligating documents by cross-checking relevant information from GSM or other online systems, ensuring the availability of funds, updating files, clearing obligating documents, checking for completeness, and following up on missing elements.
Support the Operations Officer in coordinating the mid-term reviews and the end-of-biennium closure exercise for the Country Office.
Support the Operations Officer in coordinating and following up on the Country Office's HR-administrative issues. Act as the Leave Administrator for all staff, handling protocol work related to visas, MOFA cards, and work permits for international and national staff.
Initiate, check, and follow up on purchase requisitions for procurement of goods and services required for the WHO office operational work plan. Conduct market research, evaluate offers, participate in vendor selection, negotiate with local suppliers (price, deadline, payment terms), ensure smooth delivery, assist in contract management, support timely receipts and payments, and report on fixed assets in collaboration with relevant colleagues.
Act as the focal point for asset management, assisting in tracking, reporting, verification, and other fixed asset processes.
Draft routine and non-routine correspondence independently or based on instructions. Finalize correspondence and reports for signature. Analyze incoming correspondence and requests, researching, obtaining, and attaching background information where required, or redirecting them as appropriate. Draw the supervisor's or senior staff's attention to urgent items and deadlines.
Serve as the focal point for organizing meetings in the Country Office as needed. Contribute to the organization of large-scale, high-level, international meetings related to the Country Office's work and coordinate logistics for both on- and off-site meetings.
Participate in UN-related committees in the country, such as the One UN Admin Team, salary surveys, or others.
Support Travel requests/Travel Claims operations team and surge staff, including assistance with hotel bookings and transportation arrangements.
Support the implementation of grant LOAs, from contract preparation and due diligence phases to agreement closure. This includes tracking reporting and payment dates, verifying financial reports, and arranging third-party monitoring activities.
Draft minutes for operations meetings, Local Compliance, and Risk Management Committee meetings.
Support the Operations Officer in follow-ups on compliance-related matters and control activities.
Supervise administrative processes and ensure operational efficiency in assigned areas.
Perform other related duties as required or instructed, including providing support to other areas of work as assigned within the general remit of this position.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school or equivalent.
Desirable: Relevant higher education or post-secondary training courses in office, accounting and/or management related areas.

Experience
Essential: At least 8 years of progressively responsible experience in the administrative field.
Desirable: Demonstrated experience in an Oracle-based or other ERP system.

Demonstrated experience in an international environment or institution.

Relevant experience with(in) WHO or in the UN.

Skills
Strong organization and office skills, as well as skills in note taking and minutes writing. Strong skills to work independently. Sound knowledge and skills in using a variety of office and computer packages. Ability to multitask and work under pressure, in a fast-paced environment. Ability to identify and manage one's own emotions, as well as helping others to do the same.

WHO Competencies
Enhanced WHO Global Competency Model: 
who-enhanced-competence.pdf

Teamwork
Respecting and promoting individual and cultural differences
Communication
Ensuring the effective use of resources
Producing results

Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of arabic.
تفاصيل الوظيفة:
المسمى الوظيفي: Administrative Associate
آخر موعد للتقديم: 27.08.2025.
المكان: القدس
طبيعة العمل: مكتبي أو ميداني (مقر العمل)
نوع الوظيفة: دوام كامل
المستوى المهني: مستوى مساعد
الدرجة العلمية: الثانوية العامة
الخبرة: 8 سنوات
التصنيف: الإدارة والأعمال
آلية التقديم:
Interested and qualified candidates can apply online through Apply Now-button below. 
https://careers.who.int/careersection/ex/jobdetail.ftl?job=2503002&tz=GMT%2B03%3A00&tzname=Asia%2FJerusalem.
Relevant applications will be considered, and only shortlisted candidates will be contacted.