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Duties and Responsibilities
Scope of Work:
1. Ensures implementation of operational strategies focusing on achievement of the following results:

•    Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies.
•    Input to the Country Office Administrative and finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance, in consultation with Operations Manager.
•    Attend meetings and prepare minutes of meetings as required.
•    Support to management & maintenance of operations’ files (soft & hard) and ensure easy referenc.
•    Checking incoming correspondence and ensure all required documents are valid.

2. Ensures functioning of the optimal accounting and cost-recovery system, while focusing on assets management and achievement of the following results:
•    Assist in preparation of the cost-recovery bills for the services provided by UNDP, follow up on contributions received.
•    Maintain records for all premises, for UNDP offices and the UN HUBS, and prepare all documents needed to rent, or renew the lease contracts for the subject premises.
•    Monitor the lease agreements and alert relevant colleagues for payment process
•    Receiving, inspecting and verification of incoming office equipment, furniture and supplies and scheduling deliveries to users.
•    Maintain records and tag all office furniture/equipment upon receipt from the suppliers.
•    Update of nonexpendable property inventory record and track movement of furniture.
•    Support to the management on assets disposal process and ensure proper accounting entries in ATLAS, preparation of documents for submission to Contracts, Assets and Procurement (CAP) Committee review.
•    Assist in the physical inventory verification exercise.
•    Preparing of inventory reports as required
•    Support the management in preparing different financial reports.
•    Preparing the supporting documents for management project’s payments.

3. Provides administrative support to the Operations Unit focusing on achievement of the following results:
•    Prepare receiving and inspections reports for goods and services as needed.
•    Prepare and analyze General Ledgers and expense reports
•    Collection of information for the Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys.
•    Monitor due deadlines and notify management accordingly.
•    Support to drafting of correspondence and carry out necessarily follow up.
•    Assist in the preparation of the office budget, and provision of information for audit, as needed.
•    Contacts with visitors and staff, arrangement of appointments and meetings.
•    Assist to provision of logistical support to workshops, training, and meetings.

4. Support to knowledge building and knowledge sharing:
•    Assists in assembling briefing material, documentation and correspondence for the use in official meetings or missions.
•    Preparations of official correspondence in Arabic and English.
•    Support to maintaining information and updating databases,
•    Contributions to knowledge networks and communities of practice, as applicable.

Institutional Arrangement
Operations Manager

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
Cross-Functional & Technical competencies 
  • 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.
  • Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
  • 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.
  • Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
  • Accounting – General: Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
Required Skills and Experience
Education:
  • A minimum of High school Certificate
  • Or, First-level University degree (Bachelor) in Finance, Business, Fine Arts, Public Administration or relevant field is desirable
Experience:
  • A minimum of 5 years (High School) or 2 years (Bachelor) of relevant administrative or operations experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Desired skills:
  • Knowledge of database packages, and web-based management systems is desirable.
Required Language(s):
  • Fluency in English and Arabic

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معلومات الفرصة

  • المسمى الوظيفي
    Operations Administration Assistant
  • الشركة/المؤسسة:
    UNDP Syria
  • نوع العقد:
    Full time
  • الشهادة المطلوبة:
    High School
  • الخبرات:
    5 - 10 Years
  • اللغات:
    Arabic
    English
  • نوع العقد:
    Full time
  • القطاع:
    إدارة
  • تاريخ الانتهاء:
    15/5/2022 (Expired)

معلومات التواصل

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