FAO Logistics Assistant

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to live active, healthy lives. With 195 members - 194 countries and the European Union, FAO works in over 130 countries worldwide to promote better production, better nutrition and better environment for a better life.

The FAO Coordination Office for the West Bank and Gaza Strip Programme implements the Country Programming Framework for Palestine to enhance the wellbeing of Palestinian people by making the agrifood system more efficient, inclusive, resilient, and sustainable in alignment with national policies and strategies and the United Nations Sustainable Development Cooperation Framework (UNSCDF).

The Finance Assistant undertakes finance-related support activities of medium complexity. He/she ensures quality, transparency and consistency of processes. The job role requires in-depth knowledge and interpretation of financial policies, procedures and practices. The incumbent provides procedural guidance to other staff in the Organization as and when needed.

The Finance Assistant will work to provide financial services ensuring high quality, accuracy and consistency of work. The incumbent operates independently and takes decisions on work priorities. The Supervision received is focused on the quality of work output, in particular the meeting of timelines and the quality of advice given to clients. He / she provides guidance and advice to other finance support staff.

Duties and Responsibilities

1) Provides financial, accounting, and administrative support to ensure implementation of operational and financial management strategies and budget monitoring:

• Provides financial, accounting and administrative support ensuring full compliance with UN/FAO financial rules, regulations, policies and strategies, and the effective internal controls framework.
• Provides support to the projects’ financial management and maintains a proper filing system for the financial records and to ensure accuracy of accounting codes and recording of receipts and payments.
• Ensures timely preparation of monthly and annual expenditure reports, updating of budget monitoring tables, financial authorizations, transaction reports and project budget status sheets.
• Updates staff salaries planning tables and records.
• Supports preparation of budget revisions in coordination with Project Managers and Operations Officer.

2) Processes payments and manages expenditure tracking:

• Finalizes payment requests including checks and bank transfers, settlement of cash advances and travel advances and ensures that supporting documents are always adequate and complete.
• Keeps track of and monitors the payment of Letter of Agreements (LOA), office rent and utilities; reviews VAT exemption submissions and refunds; ensures maintenance of the internal expenditures reporting and control system, including the precise and correct processing of vouchers/payment requests through GRMS.

3) Manages cash and bank operations and supports financial transactions and revenue management:

• Ensures proper functioning office cash management system, including timely review of cash position for local accounts, preparation of cash forecast and cash replenishments on regular basis.
• Daily reviews zero-balance account bank statements; identifies and records contributions; timely and accurately prepares bank reconciliations; initiates bank transfers and deals.
• Facilitates the proper receipt of goods and services and establishment of accruals; maintenance of the Account Receivables for FAO projects and recording of deposits; as well as management of cash receipts and petty cash.

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to live active, healthy lives. With 195 members - 194 countries and the European Union, FAO works in over 130 countries worldwide to promote better production, better nutrition and better environment for a better life.

The FAO Coordination Office for the West Bank and Gaza Strip Programme implements the Country Programming Framework for Palestine to enhance the wellbeing of Palestinian people by making the agrifood system more efficient, inclusive, resilient, and sustainable in alignment with national policies and strategies and the United Nations Sustainable Development Cooperation Framework (UNSCDF).

The Logistics Assistant performs a large variety of duties and will be responsible for managing the warehouse, goods distribution and fleet management.

The Logistics Assistant will provide logistical services ensuring high quality, accuracy and consistency of work. The incumbent operates independently and takes decisions on work priorities. Supervision received is focused on the quality of work outputs, in particular the meeting of timelines and the quality of advice given to clients.

Duties and Responsibilities

1) Ensure timely and effective undertaking of logistics related functions

• Coordinates the movement of items to and from various locations of FAO Offices, suppliers, and other sources in a systematic manner.
• Coordinates the distribution of project inputs, office assets, and other inventories.

2) Ensures provision of effective office, storage management and maintenance and facilities oversight

• Organizes the office storage space and arranges items in the store systematically in an easily accessible manner ensuring security and safety. This includes equipment and supplies.
• Supports the new office setup, including arrangement of office spaces, renovation and improvement work going on and ensures the office is fully operational dealing with contractors and the landlord as necessary.
• Supervises the performance of day-to-day cleaning, security and other work that keeps the office a good working environment and follows-up improvements.
• Responsible for the day-to-day maintenance of the assigned vehicles, checks oil, water, battery, brakes, tires, etc.
• Performs minor repairs and arranges for other repairs and ensures that the vehicles are kept clean.

3) Comprehensive supply and vendor management

• Serves as a focal point for requirements of supplies and other logistics matters, including vehicles (transport equipment) repair and maintenance need.
• Supports the administration in finding suppliers and service providers of services and items needed, getting details of locations and addresses for easy tracing, and registering them in the System as well as fast procurement needs.

4) Security and emergency management and fleet personnel supervision
• Acts as a focal point for all security related matters; ensuring that staff are well informed of occurring incidents and alerts as received from DSS.
• Supervises the drivers and security guards and manages the work schedules for Drivers and Security Guards and ensure their compliance with MOSS requirements.

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.

Competencies

Core
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-Functional & Technical competencies:

Business Direction & Strategy:

Effective Decision-Making. Ability to take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources.

Business Management:

Communication. Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management:

Customer Satisfaction/Client Management 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.

Administration & Operations:

Building, facilities & office space management. Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data

Administration & Operations:

Documents and records management. Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Business Management:

Operations Management. Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.

Procurement:

Procurement Management The ability to acquire goods, services or works from an outside external source.

جميع الحقوق محفوظة لموقع جوبس.

Required Skills and Experience

Education:

Secondary School Education is required or a first-level university degree (bachelor’s degree or equivalent) in Social Science, Business Administration, Logistics, Supply Chain Management or any related studies will be given due consideration but is not a requirement.

Experience:

A minimum of five (5) years with a secondary education or two (2) years with a bachelor’s degree of relevant experience in transport and logistics operations is required.
At least one year of experience with UN agencies is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) Internet and office technology equipment is required.
Ability to drive and travel within Jerusalem and West Bank is required.
Experience in coordinating office transportation fleet, regular vehicle maintenance and insurance, updating vehicles documents etc is required.

Desired Skills:

Possession of a valid Category C driving license (for operating trucks up to 12 tons) is desired.
Familiarity with using automated spreadsheet or web-based ERP management systems is desired.
Experience in providing logistical support such as supervision of office utilities system, management of office stationery suppliers etc is desired.

Languages:

Proficiency in Arabic is required.
Working knowledge of English (both written and oral) is required.
Working knowledge of Hebrew language is desired.

Apply before 23.59 on 25 July 2025. View the external job posting