Common Services Coordinator

Job Description

Position Purpose:

Ensures implementation of operational and financial management strategies, and adapts processes and procedures, proper implementation of common services with other UN Agencies, management of common services budgets and related financial transactions, and organization and functioning of the optimal cost-recovery system, and ensures facilitation of knowledge building and knowledge sharing in the UN Hubs on operational matters.

DUTIES & RESPONSIBILITIES

Ensures implementation of operational and financial management strategies, and adapts processes and procedures:

• Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies;
• Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Supports the accounting, administrative and logistical functions in the HUBs to achieve the UN objectives;
• Ensures efficient and effective Invoicing and the use of correct budget line (Chart of Accounts-COA) CO business processes mapping and elaboration of the content of internal Standard Operating Procedures in the HUBs under the supervision of the OMT Chairperson and the Operations Manager;
• Liaise with UN Department of Safety and Security (UNDSS)  on implementation of the minimum operating security standards (MOSS) in all HUBs;
• In coordination with UNDSS and Emergency Telecommunications Cluster (ETC), implement/ improve the common security telecommunication system in the Hub.
• In coordination with the OMT chair, the OMT WGs, the BOS Taskforce, and the RC office, coordinate/support in the planning and implementation of the BOS in Syria.

Ensures proper implementation of common services with other UN Agencies :

• Implementation of common services in line with the latest developments in common services and the best practices;
• Secretariat support to Operations Management Team (OMT) meetings and preparation of the minutes of meetings;
• Follow up on all OMT meetings decision;
• Develop annual work plans with related budgets that respond to the needs of different UN Hubs and submit them for approval to the Hub operations working group and to the OMT;
• Monitor the implementation of approved quarterly work plans;
• Coordinate between the UN HUBs Coordinators and relevant units in the CO for the implementation of the approved work plans, as needed;
• Liaises closely with the respective operations team to ensure the day to day running of UN HUBs;
• Communicate with the government authorities on operational and administrative issues of the HUBs;
• Ensure that UNDP rules and regulations pertaining to efficiency, transparency, competitiveness and value-for-money are adhered by the UN Hub Coordinators when procuring goods and/or services;
• Assist in the preparation of relevant Memorandum of Understandings for common premises and common services, as needed.

Ensures the management of common services budgets and related financial transactions, and organization and functioning of the optimal cost-recovery system

• Liaise with all UN HUBs Coordinators to prepare quarterly work plans along with related budgets before submission to the OMT for approval;
• Establishment of common services budgets in ATLAS and ensure Proper planning and monitoring of common services budget;
• Implementation of cost-recovery mechanisms for management of common services budgets and other services (HR, procurement, finance, etc.) provided by UNDP CO to UN Agencies;
• Proper tracking of expenditure and verification of related financial transactions and payments in accordance with UNDP rules and regulations;
• Preparation of regular reports along with analysis of financial situation including total expenses, income received and outstanding contributions to UNDP;
• Monitors effective delivery of common services budget;
• Calculates cost recovery due in respect of services provided to UN Agencies. Enters and track related bills into ATLAS;
• Supervises the work of UN Hubs and staff of UN Agencies  assigned to support  the common services as identified and delegated in the work plan including administrative staff, drivers and security guards, etc.;
• Supervises the work the Common Services Associate including financial and administrative duties related to the Common Services Budget and LCSSB
• Coordinates procurement plan for all activities in Hubs, support prepration of invitations to bid (ITB), and Request for Quotation (RFQ), compiles and tabulates bids for submission to Contracts, Assets and Procurement Committee;
• Ensures compliance with the UN rules and regulations pertaining to efficiency, transparency, competitiveness  and value-for-money when procuring goods and/or services;
• Conducts any operational assignment related to the HUBs coordination as needed.

Ensures facilitation of knowledge building and knowledge sharing in the UN Hubs on operational matters

• Organizes /conducts training for the UN Hub Coordinators on operational and financial matters;
• Synthesis of lessons learned and best practices in the Hubs;
• Sound contributions to knowledge networks and communities of practice;
• Conducts regular communications with HUB coordinators on issues endorsed by OMT.

COMPETENCIES

Core Competencies:

• 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

Functional & Technical competencies:

• Programme and Policy – Crisis management / Country Management Support:   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.
• Finance – Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Procurement – Procurement Management: The ability to acquire goods, services or works from an outside external source.
• Security Services – Security policy awareness & implementation: Knowledge of security policy concepts and ability to apply to strategic and/or practical situations.

• Business Direction & Strategy – Business Acumen : Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome;Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.
• Business Development – Knowledge Facilitation : Ability to animate individuals and communities of contributors to participate and share, particularly externally.

REQUIREMENTS:

Education

• Master’s Degree in Finance, Economy, Business Administration, Public Administration, or related field.
• First level university degree with 4 years of experience may be considered in lieu of advanced university degree.

Experience

• A minimum of 2 years of progressively professional experience in the field of in providing administrative, financial and operational services; (4 years of experience for Bachelor’s Degree holder);
• Experience in the usage of computers and office software packages;
• Previous experience with the UN is an asset.

Language Requirements

• Fluency in both Arabic and English is required.

For more information please visit the link below :