Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0 UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1 Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2 UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.

UNDP’s Programme of Assistance to the Palestinian People (PAPP) derives its mandate from United Nations General Assembly Resolution 33/147 of 20 December 1978. Called upon by United Nations Member States in that year, UNDP was requested “to improve the economic and social conditions of the Palestinian people by identifying their social and economic needs and by establishing concrete projects to that end”.

UNDP’s Palestinian Programmatic Framework (PPF) 2023-2027 sets out a vision of “a world in which all Palestinians can enjoy a dignified life and fulfil their own vision of a unified, peaceful and free society”. The PPF is centered around the concept of “Transformative Resilience” and its three elements: a cohesive Palestinian identity, self-reliance, and ownership and leadership.

Over the next three years, UNDP/PAPP will build on its experiences and achievements to make critical contributions to the priorities defined by the Palestinian national development plans and the UN Sustainable Development Cooperation Framework (UNSDCF), through interventions in three programmatic priority areas: i) democratic governance and quality services; ii) inclusive economic opportunities; iii) sustainable natural resources management.

Against the backdrop of the ongoing war and humanitarian crisis in the Gaza Strip, UNDP/PAPP has developed an integrated emergency response and early recovery program to address the urgent and life-saving needs of the Palestinian people. Since October 2023, UNDP/PAPP has been working closely with UN agencies to ensure the continuity of critical services and humanitarian operations. A key enabling element of this response is the efficient management of Administrative and Facilities Assistant within the UNDP Building, which is essential to sustaining the operational functionality of UNDP and the other UN agencies sharing the Facilities.

Under the direct supervision of the Head of the Gaza Sub-Office, and in close coordination with the Head of Programme, the Executive Assistant provides high-quality executive, administrative and coordination support to ensure the effective functioning of the Office of the Head of the Gaza Sub-Office and the Programme function.

The incumbent facilitates the timely flow of information, coordinates meetings, missions and official engagements, maintains confidential records and correspondence, and monitors follow-up on decisions, deadlines and management action points. The incumbent exercises discretion, sound judgement and the highest level of confidentiality in performing the assigned functions.

Duties and Responsibilities

• Manage the calendar, appointments and official engagements of the Head of the Gaza Sub-Office and
  
  coordinate scheduling requirements with the Head of Programme.
• Organize internal and external meetings, prepare agendas and background materials, and ensure that relevant documentation is available in advance.
• Draft routine correspondence, meeting records, minutes and administrative notes, and support the
  
  preparation and formatting of briefing materials.
• Coordinate official missions, representation activities and meeting schedules, including logistical and
  
  administrative arrangements.
• Provide informal interpretation and translation, as required.
• Apply established protocol requirements for official meetings, visits and high-level engagements.

2)Coordination, information flow and management follow-up

• Facilitate the timely flow of information between the Head of Office, the Programme and Operations teams,
  
  UNDP/PAPP senior management and relevant external counterparts.
• Monitor weekly decisions, deadlines, commitments and action points issued by the Head of Office and the
  
  Head of Programme.
• Maintain weekly HOGSO action trackers and follow up with responsible colleagues and units on the timely
  
  completion of agreed actions.
• Compile inputs and prepare periodic status updates, briefing notes and management summaries for review
  
  by the Head of Office.
• Support in identifying administrative or communication bottlenecks and propose practical measures to
  
  improve coordination and workflow efficiency.

3)Meetings, events and official visits

• Coordinate senior management meetings, official visits, workshops and events organized by the Gaza Sub-
  
  Office.
• Support the HOGSO and Head of Programme in Liaising with Programme, Operations, Security, Protocol,
  
  Communications and other relevant teams on logistical, administrative and protocol arrangements.
• Coordinate invitations, participant lists, meeting documentation and follow-up actions.
• Monitor event preparations and provide regular progress updates to the manager responsible or task team.

4)Records, correspondence and contact management

• Maintain secure and organized electronic and physical filing systems, ensuring the safekeeping of confidential information.
• Review, register and route incoming correspondence and ensure appropriate and timely follow-up.
• Maintain accurate and updated contact lists and databases of government, UN, donor, civil society and other relevant counterparts.
• Support the effective use of digital office-management, scheduling, document-management and collaboration tools.

Institutional Arrangement Assistant

Under the Guidance of the Special Representative of the Administrator and the direct supervision of the Head of the Gaza Sub-Office with secondary reporting to the Head of Program, the Assistant to the Head of Sub Office provides administrative, coordination, and operational support to ensure the efficient functioning of the head of Gaza office. The incumbent facilitates effective communication and information flow, coordinates reporting requirements, and monitor the timely follow-up of key actions and management decisions.

Core Competencies

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Creative direction and

copywriting

• Ability to creatively communicate concepts in an

  engaging and simple way

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
• Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate
• client's upcoming needs and concerns.

• Ability to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas.

• Knowledge of tools and approaches to stimulate active participation, contribution,

  and exchange.

Behaviour changes communication / communication for development

• Knowledge of appropriate digital communication methodologies for development and behaviour change, and ability to apply them practically

• Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and program

Required Skills and Experience

Min. Education requirements

• High School Diploma. OR
• Bachelor’s in management, Public Administration, Business Administration or other related fields.

Min. years of relevant work experience

• A minimum of 5 years with high school diploma or 2 Years with university degree of relevant experience in Administration, experience in providing coordination support to senior management, including calendar management, meeting coordination, correspondence management, and follow-up on key actions and commitments, is required.

Required skills

• Ability to maintain accurate documentation and records.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP.
• Ability to review and edit documents, ability to produce meeting reports identifying key actions.
• Ability to work under supervision in a fast-paced operational environment.

Desired skills in addition to the competencies covered in the Competencies section

• Experience providing executive, administrative, or coordination support to senior management.
• Experience in coordinating office operations, managing information flow, and tracking actions, deadlines, and management decisions.
• Demonstrated experience in preparing correspondence, briefing materials, meeting minutes, reports, and presentations.
• Experience in organizing meetings, official visits, and high-level events, including related logistical arrangements.
• Experience maintaining calendars, scheduling appointments, and coordinating with internal and external stakeholders.
• Previous experience with the United Nations, international organizations, NGOs, or development agencies is an asset.

Required Language(s):

• Proficiency in Arabic and English languages is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.