Administrative Associate

Background: OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors to alleviate human suffering in disaster emergencies; advocate for the rights of people in need; promote preparedness and prevention; and facilitate sustainable solutions. The office in the occupied Palestinian territory has responsibility for inter-agency coordination in complex emergencies and in natural disasters. In the context of the deteriorating humanitarian situation in the occupied Palestinian territory, the OCHA Office has a specific responsibility for (a) disseminating information and policies to the humanitarian community, authorities and donors, as well as supporting resource mobilization efforts; (b) assisting in the identification of humanitarian priorities and needs and the coordination of resource mobilization efforts; and (c) disseminating information on the impact of natural disasters, response there to and the need for international assistance. Under the guidance of the Head of Gaza Office and the direct supervision of the Head of Administration, the Administrative Associate provides administrative, security and facility management services ensuring high quality, accuracy and consistency of work. The Administrative Associate promotes a client-oriented approach consistent with UNDP rules and regulations. Duties and Responsibilities: Responsibilities: Within delegated authority, the Administrative Associate will carry out the following duties: Full compliance of administrative processes and procedures with UNDP and UNOCHA rules, regulations, policies and strategies. Full compliance of administrative procedures of UN/Secretariat rules, regulations, policies and strategies. Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures in Administration in consultation with the direct supervisor and office management. Coordinates maintenance services of installations, systems and equipment throughout the OCHA offices and Guest Houses in Gaza. Plans maintenance and alternation needs, analysis of functional/special needs and recommendations on alternative solutions. Reviews contractors' invoices and assists with cost recovery as required. Supports in arranging low value acquisition for the Gaza office and supports in in carrying out technical evaluation of offers as needed. Guides in developing standards for existing and future facilities and guidelines for the on-going management of OCHA offices and Guest Houses. Liaises with Safety and Security for safety inspections of premises; reports and investigates accidents and recommends correction of safety or fire hazards. Supports in identifying common issues and best practices, making strategic recommendations and developing a plan to achieve objectives and increase efficiency. Property Management in line with IPSAS 17 implementation. Ensures that physical verification of OCHA’s equipment and assets are done on yearly basis. Ensures that equipment and assets are updated for recording in UMOJA inventory system. Ensures that final inventory reports for the OCHA Gaza office are prepared in a timely manner for submission to OCHA’s Jerusalem Office. Ensures follow up on disposal of inventory and preparation of G45 forms, in liaison with OCHA’s Jerusalem office on the inventory method for disposal and ensures the recommendation of the disposal method is arranged. Contributes to the duties related to security and safety management Performs other duties as required.