Logistics And Administrative Assistant -Fixed Term- Procurement and Logistics Department- Field Office West Bank- For Internal Candidates only- Grade,10

Organizational Context

The United Nations Relief and Works Agency (UNRWA) is a UN body established in 1949 to assist and protect approximately 5.8 million registered Palestine refugees across Jordan, Lebanon, Syria, West Bank, and Gaza. UNRWA provides essential services including education, healthcare, and social services, operating as the largest UN entity in the Middle East with over 30,000 staff. This role reports to the Head of Section.

Job Purpose

This role is crucial for managing the efficient flow of documents and information within the section, ensuring timely processing of purchase requests and contract proposals. The incumbent will maintain accurate records, monitor procurement plans, and generate reports on outstanding requests and tender statuses. Key responsibilities include verifying purchase requests, tracking their submission against procurement plans, and ensuring accuracy in correspondence. The position also involves managing the supervisor's schedule, arranging meetings, preparing minutes, and undertaking follow-up actions. Additionally, the role requires gathering and compiling information, liaising with other organizations, and handling incoming calls, all while performing other assigned duties to support the section's operational efficiency.

Responsibilities

Manage the flow of section documents, ensuring effective access, tracking, and retrieval for staff. Receive, verify, and record purchase requests, distributing them to relevant officers. Monitor and control the receipt and processing of purchase requests to ensure timely submission according to the procurement plan, checking for discrepancies. Maintain records of contract proposals submitted for approval and enter them, along with purchase orders, into the database. Produce reports on outstanding purchase requests and prepare tender/RFQ status sheets, distributing them to concerned parties. Ensure the supervisor is informed of significant items, verify correspondence accuracy, and highlight discrepancies. Monitor the supervisor's schedule, arrange meetings, manage appointments, prepare meeting minutes, and follow up on action items. Perform routine administrative tasks, compile files, exchange information with other organizations, and manage incoming calls. Undertake other duties as assigned by the supervisor.

Work Experience

A minimum of four years of clerical work experience in procurement and logistics is required. Experience in managing documents, processing purchase requests, and maintaining records is essential. Familiarity with procurement plans and tender processes is desirable.

Skills

Integrity, Professionalism, Respect for Diversity, Communication, Working with People, Drive for Results, Relating and Networking, Planning and Organizing, Applying Technical Expertise, Following Instructions and Procedures, Coping with Pressure and Setbacks.

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