Administrative Assistant /Dispatcher

Organizational Context

The United Nations Development Programme (UNDP) Programme of Assistance to the Palestinian People (PAPP) operates in East Jerusalem and the West Bank, supporting UN agencies with operational services. This role is within the Strategy, Management, and Operations department, specifically contributing to an effective transportation unit that provides logistical and administrative support.

Job Purpose

The Administrative Assistant/Dispatcher is essential for ensuring reliable and safe transportation services within East Jerusalem and the West Bank. This role supports the movement of staff and partners, assists with logistical arrangements, and contributes to the smooth execution of activities. The position involves managing office vehicles, planning transportation, assigning drivers, and ensuring compliance with UNDP policies and host government regulations. The incumbent will also handle documentation, assist with cost-recovery billing, and coordinate transportation for high-level UNDP missions, playing a key role in the efficient functioning of the transportation unit and the overall operations of UNDP/PAPP.

Responsibilities

Key responsibilities include managing and maintaining office vehicles, developing and implementing vehicle management systems, and creating weekly/monthly transportation plans for East Jerusalem and West Bank offices. The role involves assigning daily driver activities, ensuring adherence to dress codes and responsibilities, and managing the timely renewal of vehicle registrations and insurance. Monitoring vehicle mechanical conditions, coordinating repairs, and occasionally driving official vehicles are also required. The position entails maintaining essential vehicle documents, identifying necessary tools and spare parts, and organizing vehicle usage records. Additionally, the Administrative Assistant/Dispatcher will provide inputs for cost-recovery bills, process driving license applications, maintain vehicle inventory, and act as a liaison with the Ministry of Transportation for vehicle clearance. Translation and interpretation services between Arabic, English, and Hebrew are also part of the duties, along with coordinating and providing transportation for high-level UNDP missions, including route planning and communication.

Work Experience

A minimum of 4 years of relevant experience is required with a High School Diploma, or 1 year of experience with a First University Degree (BA), specifically in managing large fleets. Experience with computer software packages (MS Word, Excel) and web-based management systems is necessary. Experience working with UN or international organizations is highly desirable.

Skills

Proficiency in written and oral English and Arabic. Knowledge of driving rules and regulations. Experience with computers and office software packages (MS Word, Excel). Ability to manage vehicle maintenance and documentation. Experience in translation and interpretation (Arabic, English, Hebrew) is desirable. Ability to work under pressure and meet deadlines. Valid driver's license and clean driving record.

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