Common Services Associate

Under the guidance and direct supervision of the UNDP’s Common Services Coordinator, the Common Service Associate is responsible for the provision of support for the effective implementation of common services and cost recovery mechanisms in Damascus and the HUBs; to be consistent with UNDP rules and regulations.

The Common Services Associate promotes a client-focused, quality, and results-oriented approach in the operations of the UN Hubs.

1.) Supports in Ensuring implementation of operational and financial management strategies
Example of Duties:	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; Assists the accounting, administrative and logistical support 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 Common Services Coordinator and the Operations Manager; Provide Support in coordination with UNDSS and Emergency Telecommunications Cluster (ETC), implement/ improve the common security telecommunication system in the Hub
2.) Ensures Support for proper implementation of common services with other UN Agencies focusing on achievement of the following results:
Example of Duties:	Support the implementation of common services in line with the latest developments in common services and the best practices; Provision of assistance to the coordination of all the Operations Management Team (OMT)/ Sub Working Group (BOS WGs) meetings and draft the minutes of meetings; Follow-up on all OMT meetings decision; Follow-up of the annual work plans with related budgets that respond to the needs of the different UN Hubs Provision of assistance to the coordination between the UN HUBs Coordinators and relevant units in the CO for the implementation of the approved work plans, as needed; Ensure that UNDP rules and regulations pertaining to efficiency, transparency, competition and value-for-money are adhered by the UN Hub Coordinators when procuring any goods and/or services; Provide supports to the preparation of relevant Memorandum of Understandings for common premises and common services, as needed.
3.) Supports the management of common services budgets and related financial transactions, and organization and functioning of the optimal cost-recovery system focusing on achievement of the following results:
Example of Duties:	Liaise with all UN HUBs Coordinators to prepare quarterly work plans along with related budgets before submission to the OMT for approval submission to OMT for approval; Follow-up of the common services budgets in ATLAS., and ensures Proper 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; Assist in the tracking of expenditure and verification of related financial transactions and payments in accordance with UNDP rules and regulations; Drafting regular reports containing analysis of financial situation including total expenses, income received and outstanding contributions to UNDP; Enter bills into the system for UNDP and other ATLAS agencies; Monitors deliveries, advises requesting unit when receipt confirmations are required; Calculates cost recovery due in respect of services provided to other Agencies. Enters and track related bills into ATLAS; Ensure that UN rules and regulations pertaining to efficiency, transparency, competition and value-for-money are used when procuring any goods and/or services; Conduct any operational assignment related to the HUBs coordination as needed.
4.) Ensures facilitation of knowledge building and knowledge sharing in the UN Hubs on operational matters focusing on achievement of the following results:
Example of Duties:	Supports in the follow up of Hub Coordinators’ reporting and development of monitoring tools Synthesis of lessons learned and best practices in the Hubs; Sound contributions to knowledge networks and communities of practice; Conduct regular communications with HUB coordinators on issues endorsed by OMT.
5.) Support knowledge building and knowledge sharing in the CO, focusing on the achievement of the following results:
Example of Duties:	Organization of training for the UN OMT members and administrative officers on topics of common interest.  Briefing to staff members on general CSA administrative matters; provision of advice and administrative support, as needed. Sound contributions to knowledge networks and communities of practice. Dissemination of CS Best Practices in Syria and active in management practice network for better manage the CS activities.
6.) Ensures proper common services focusing on achievement of the following results:
Example of Duties:	Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform. Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

Core Competencies
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
Cross-Functional & Technical competencies  Thematic Area Name Definition Business Direction & Strategy Negotiation and Influence Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates “win-win” situations. Business Management Partnerships Management Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies Administration & Operations   Assets management   Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information .     Communications Brand & quality management   Ability to position a UNDP brand and uphold it to a high level of quality .

• High School Diploma Or, First-level University degree in Finance, Business, Public Administration, or any other related field.

Experience:

• At least 7 years (High School) or 4 years (Bachelor) of progressively responsible Finance and Administration is required at the national or international level.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Advanced knowledge and skills in using Excel spreadsheets, and PowerPoint presentations. Experience in handling of web-based management systems and analysis business process is a big advantage. Experience in supervising staff.
• Proficiency in English and Arabic is required.
• Previous experience with the UN is an asset.