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Area Assistant - Middle Area

syrian arab republic

  • Organization: UNDP - United Nations Development Programme
  • Location: syrian arab republic
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2022-12-03

Background:

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

 UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Office/Unit/Project Description :

The priorities of UNDP Syria, as stipulated in the Country Programme Document 2022-2024, is to enhance the resilience and socio-economic stabilization of individuals and communities through local governance and service delivery, local socioeconomic recovery and social cohesion, and climate change mitigation and adaptation and natural resource management pathways. UNDP Syria prioritizes its “resilience” signature solution, which is in line with its leadership of the resilience pillar of the Humanitarian Response Plan, which includes coordinating the early recovery and livelihoods sector.

UNDP has rolled out a context-sensitive, area-based approach to address complex and interlinked development challenges and their root causes, all while strengthening social cohesion. This entails the design, implementation and monitoring of resilience programmes through an inclusive, rights-based and participatory approach that promotes community ownership and sustainability in defined geographic areas aiming to build resilience to shocks, including the socioeconomic impacts of COVID-19, while addressing gender equality and respecting the principle of “do no harm”.

UNDP delivers substantive results on the ground through its field offices and programme presences, covering 14 governorates. In the middle area (Homs and Hama, UNDP operates as part of the UN Hub in Homs and is headed by an Area Manager.

Under the guidance and supervision of the Area Manager (primary reporting line) in matrix management with the Operations Manager (secondary reporting line), the Area Assistant is responsible for the support of the coordination and management of UNDP’s area-based strategies and interventions.  He/she supports the implementation of project’s activities in addition to supporting monitoring and reporting on implemented initiatives Area Office business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in finance, human resources management, procurement, logistical and ICT services and results management.

The Area Assistant works in close collaboration with the operations, programme, project and area office team to ensure smooth functioning of the office and implementation of activities in the targeted areas/Homs Hama field office  and supervises other support personnel as required.

The Area Assistant works in close collaboration with the operations, programme, project and area office team to ensure smooth functioning of the office and implementation of activities in the targeted areas/Middle Area and supervises other support personnel as required.

Scope of Work
  1. Supports implementation of operational strategies
  2. Provision of procurement, travel and office management support
  3. Project implementation support
  4. Facilitation of knowledge-building and knowledge sharing

Supports implementation of operational strategies focusing on the following:

  • Support full compliance of administrative activities with UNDP rules, regulations, policies and strategies;
  • Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
  • Provision of inputs to the preparation and implementation of administrative team results-oriented work plans;
  • As leave monitor for the area office, monitors and keeps records of the attendance of staff and annual leave, prepares relevant monthly and yearly attendance reports;
  • Maintain staff records and ensures the supporting documents are provided;
  • Assistance in the preparation of budget, provision of information for audit;
  • Supervises the driver and the guards, cleaning personnel as necessary.
  • Perform the functions of security focal point as required/assigned;

Ensures provision of procurement, travel and office management support focusing on the following:

  • Prepares and/or assists in the preparation of relevant procurement processes for goods and services, TORs, and bidding document in accordance with UNDP's rules and regulations, including RFP, RFQ, and contract management procurement within the agreed upon thresholds
  • Prepares eRequistions in UNDP’s ERP and processes payments for the area office;
  • Maintains assets and inventory records and submits regular reports to the country office focal points;
  • Supports projects' implementation and office management, including missions of area staff or missions of national or international staff and experts;
  • Ensures a functioning office including proper office space, furniture, fixture and assets, internet, and clean and conducive working environment;
  • Develops and maintains area office filing system (hard and soft);
  • Assists in supervising the management of vehicles;
  • Assists in the organization of workshops, training events and meetings;
  • Arranges appointments and travel and security clearances, and follow up for other arrangements related to missions, including schedules, agendas, accommodation, and drivers, and processing requests for identity cards and other documents;
  • Assists in the preparation of budget, provision of information for audit.
  • Any other tasks assigned.

Ensures provision of timely project implementation support focusing on the following:

  • Assists in the preparation of of financial and operational reports and area work plans;
  • Prepares and updates meeting minutes;
  • Assists in the preparation of the updated reports on activities and comprehensive periodic reports to the Area Manager on the implementation of the projects' activities' progress;
  • Supports the establishment and maintenance of a monitoring plan on the progress and impact of activities.

Supports facilitation of knowledge building and knowledge sharing focusing on the following:

  • Provides necessary administrative support for effective knowledge management and sharing within the area office;
  • Participates in the training for the operations/projects staff on administration;
  • Prepares area office learning plan with inputs from the team and CO guidance;
  • Updates area office SharePoint and relevant information management systems with the latest information/reports Sound contributions to knowledge networks and communities of practice.

Institutional Arrangement

Under the direct supervision of the Area Manager Middle Area (first supervisor) and the technical guidance of the Country Office Operations Manager (second supervisor) responsible for Area Office business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in finance, human resources management, procurement, logistical and ICT services and results Management.

  1. Competencies

Core

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

People Management

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies

Thematic Area

Name

Definition

Administration & Operations

Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Finance

Accounting - General

Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

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.

Procurement

Purchase-to-Pay

Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations

Administration & Operations

Documents and records management

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

Administration & Operations

Documents and records management

Inventory managementEachoffice to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above

 

Min. Education requirements:

A minimum of High school Certificate

Or, First-level University degree (Bachelor) in Finance, Business, Public Administration or relevant field is desirable but is not a requirement.

Min. years of relevant work experience:

A minimum of 5 years (High School) or 2 years (Bachelor) of progressively experience in Finance, Business, Public Administration or relevant field.

Required skills:

Experience in the usage of computers and office software packages.

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

UN knowledge or experience is highly desired

Hands-on experience in spreadsheets, ERP syste, programme and administrative rules and regulations is an asset.

Required Language(s)

Excellent written and spoken Arabic and English is required

 

 

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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