Administrative Associate

Organizational Context

The United Nations Office for the Coordination of Humanitarian Affairs (OCHA) is responsible for coordinating humanitarian actors to ensure a coherent response to emergencies. The OCHA office in the occupied Palestinian territory plays a crucial role in inter-agency coordination for complex emergencies and natural disasters, supporting resource mobilization and disseminating vital information.

Job Purpose

The Administrative Associate provides essential administrative, security, and facility management services within the OCHA Gaza office, ensuring high-quality, accurate, and consistent operations. This role supports the Head of Gaza Office and the Head of Administration by ensuring full compliance with UNOCHA and UNDP administrative rules and regulations. The position is key to maintaining efficient office operations, coordinating maintenance, managing acquisitions, and contributing to safety and security protocols, thereby facilitating effective humanitarian action in a challenging environment.

Responsibilities

The Administrative Associate ensures full compliance with administrative processes and procedures according to UNDP and UNOCHA regulations. Responsibilities include coordinating maintenance services for installations, systems, and equipment in OCHA offices and Guest Houses, and planning for maintenance and alternation needs. The role involves reviewing contractor invoices, assisting with cost recovery, and supporting low-value acquisitions and technical evaluations. Additionally, the Associate contributes to developing facility standards, liaises with Safety and Security for inspections, and manages property and assets in line with IPSAS 17, including physical verification and inventory updates in the UMOJA system. The position also involves preparing inventory reports and managing the disposal of assets.

Work Experience

A minimum of 7 years of relevant experience in Administration, Security Management, or Facilities Management is required with a high school diploma, or 4 years with a bachelor's degree. Experience with computer and office software packages (MS Word, Excel) is mandatory. Experience in security, risk management, UN procurement, ERP systems (like SAP), or the UN Common System is desirable.

Skills

Professionalism, Planning & Organizing, Accountability, Client Orientation, knowledge of organizational rules and regulations, financial rules, budgetary procedures, administrative policies, ability to interpret architectural plans, computer and office software proficiency, security and risk management, procurement procedures, ERP systems knowledge.

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