Administrative and Data Assistant

• Context

  The Office for the Coordination of Humanitarian Affairs (OCHA) 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 complex emergencies, response thereto and the need for international assistance

  Task description

  Under the Head of the Administration. the UN volunteer will perform the following tasks:

1.Development of tracking tools:

• Design and develop tracking tools to monitor financial transactions, HR Processes, deadlines and procurement requests and other administrative data as required.
• Build and maintain databases to store and retrieve relevant data efficiently.
• Ensure data accuracy, consistency, and security in all tracking and reporting systems.
• Automate data collection processes to streamline administrative operations.

2.Reporting & KPI Generation

• Develop standardized reports for Finance, HR, and Administration based on organizational needs.
• Create dashboards and visualizations to track Key Performance Indicators (KPIs).
• Provide data-driven insights and recommendations for decision-making.
• Support in the preparation of ad-hoc reports as requested by the Admin Officer.

3.System Optimization & Support - Improve existing tracking by atomizing processes for better efficiency.

• Work Closely with the Information Management team to ensure compliance with organizational policies and regulations.
• Train staff on how to use developed tools and databases.
• Provide ongoing technical support and troubleshooting for system-related issues.

 

4.Administrative Support:

• Assist in preparation of vacancy announcements for publishing on OCHA OPT’s website and other platforms.
• Assists in planning, organizing, and administering tests related to recruitment of general service and other categories of staff.
• Assist in Sending out rejection/regret letters and other HR Actions.
• Assist in updating OCHA oPt’s recruitment Roster.
• Assist in recording and maintaining of Petty Cash or Imprest account records or receipts.
• Perform other Administration related tasks as requested.