Assistant to the Head of Gaza Sub Office

The Assistant to the Head of Gaza Sub Office 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.

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.
• 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.
• 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.
• 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.

Requirements

• Bachelor's Degree in management, Public Administration, Business Administration or other related fields OR High School certificate with 5 years of relevant experience.
• Minimum of 2 years of relevant experience with a university degree or 5 years with high school diploma in Administration, including coordination support to senior management such as calendar management, meeting coordination, correspondence management, and follow-up on key actions and commitments.
• 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 and produce meeting reports identifying key actions.
• Ability to work under supervision in a fast-paced operational environment.
• 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.
• Proficiency in Arabic and English languages is required.
• Previous experience with the United Nations, international organizations, NGOs, or development agencies is an asset.

Skills

• Calendar Management
• Meeting Coordination
• Correspondence Management
• Document Review
• Monitoring Report Writing
• Executive Support
• Administrative Support
• Coordination Support
• Office Operations Coordination
• Information Flow Management
• Action Tracking
• Deadline Management
• Management Decision Tracking
• Briefing Material Preparation
• Meeting Minutes Preparation
• Report Writing
• Presentation Preparation
• Event Organization
• Logistical Arrangements
• Records Management Projects
• MS Word
• MS Excel
• Database Management
• ERP Systems

Languages

Arabic, English