Assistant To The Head Of Gaza Sub Office

Organizational Context

The United Nations Development Programme (UNDP) in Palestine (PAPP) operates under a mandate to improve Palestinian economic and social conditions. Amidst the ongoing crisis in Gaza, PAPP is crucial for emergency response and early recovery. This role supports the Gaza Sub-Office, ensuring operational continuity for UNDP and other UN agencies.

Job Purpose

The Assistant to the Head of the Gaza Sub-Office provides essential executive, administrative, and coordination support to the Head of the Gaza Sub-Office and the Programme function. This role is critical for ensuring the efficient operation of the office, particularly in the context of the ongoing humanitarian crisis. The incumbent will facilitate effective communication, manage information flow, coordinate meetings and missions, maintain records, and monitor follow-up actions, all while exercising discretion and confidentiality. The position directly contributes to sustaining UNDP's operational capacity and its ability to deliver critical services and humanitarian support in Gaza.

Responsibilities

Provide comprehensive executive and administrative support, including managing the Head of Sub-Office's calendar, coordinating appointments, and organizing meetings with necessary documentation. Draft correspondence, meeting minutes, and administrative notes, and assist in preparing briefing materials. Coordinate official missions, representation activities, and high-level engagements, including logistical arrangements. Facilitate effective information flow between the Head of Office, Programme and Operations teams, senior management, and external counterparts. Monitor and track decisions, deadlines, and action points, ensuring timely completion. Support the organization of senior management meetings, official visits, workshops, and events. Maintain secure electronic and physical filing systems for confidential information. Review, register, and route incoming correspondence, ensuring timely follow-up. Maintain accurate contact lists and databases of relevant counterparts. Support the effective use of digital office management and collaboration tools.

Work Experience

A minimum of 5 years of relevant administrative experience with a High School Diploma, or 2 years with a university degree, is required. Experience in providing coordination support to senior management, including calendar management, meeting coordination, correspondence management, and follow-up on key actions, is essential.

Skills

Proficiency in Arabic and English. Strong organizational and record-keeping abilities. Competence in using office software (MS Word, Excel), databases, and web-based management systems (e.g., ERP). Ability to review and edit documents and produce meeting reports. Capacity to work effectively under supervision in a fast-paced environment. Experience in executive/administrative support, information flow management, and event coordination is highly desirable. Previous experience with UN or international organizations is an asset.

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