Assistant to the Head of Gaza Sub Office
On-siteGaza, Gaza Strip, Palestinian Territory
Job Summary
Manage the calendar, appointments, and official engagements of the Head of the Gaza Sub-Office, coordinating scheduling with the Head of Programme. Organize internal and external meetings, prepare agendas and background materials, and draft routine correspondence, minutes, and briefing notes. Facilitate information flow between the Head of Office, Programme, and Operations teams while monitoring weekly decisions, deadlines, and action points. Coordinate official missions, representation activities, and logistical arrangements for senior management meetings, workshops, and events. Maintain secure filing systems, route incoming correspondence, and update contact databases for government, UN, donor, and civil society counterparts. Provide informal interpretation and translation as required, applying established protocol for high-level engagements.
Required Qualifications
- High School Diploma
- Bachelor's in management, Public Administration, Business Administration or other related fields
- 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
- 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
- Proficiency in Arabic and English languages
Desired Qualifications
- 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
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