UNDP Jobs - 48189- Administrative and Operational Support Officer

Administrative and Operational Support Officer

Location :

Amman, JORDAN

Type of Contract :

Individual Contract

Starting Date :

01-Aug-2014

Application Deadline :

28-Jul-14 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

Until 31 December 2014 (renewable pending funding availability and satisfactory performance)

Languages Required :

Arabic English

Expected Duration of Assignment :

Until 31 December 2014 (renewable pending funding availability and satisfactory performance)

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.

Background

The impact of the Syrian crisis on the development trajectory of countries in the region can easily span a decade. The magnitude of the conflict has not only led to a high loss of human life and massive population displacement both within and outside of Syria, but it has also destroyed the social, economic and political fabric and has seriously compromised the future of the country and the region.

The scale of the refugee influx and its impact on host countries calls for dedicated action, as coping mechanisms are stretched and resilience is eroding. There is increasing recognition amongst concerned governments and the international community that the crisis has begun to compromise development gains and that overall stability of many countries is at risk, as social tensions continue to increase, as evidenced by declining human development and growth trends, and increasing levels of vulnerabilities. The development loss is amplified in the sub-region, which is reliant on intra-regional trade and a vibrant private sector.

This requires long-term vision that guide short and medium term interventions and that generate immediate, concrete changes in lives of people affected by the crisis while simultaneously arresting development loss. Countries affected by the Syrian crisis are in the middle-income bracket, which suggests that there are domestic resources available and systems in place that international support can build upon.

The situation in the region is protracted and a more sustainable approach, utilizing the comparative advantages of UNHCR and UNDP is required to meet the identified needs and vulnerabilities of both refugees, host communities as well as national, sub-national and local institutions.

On 17 December 2013 UNDP and UNHCR signed a regional MOU in order to consolidate the cooperation between our two organizations, and to draw on the comparative advantages of humanitarian and development organizations in order to address the range of needs on a timely basis and at an appropriate scale.

One of the key elements of this partnership is the establishment of a UNDP-UNHCR Joint Secretariat that will support Country Offices by addressing knowledge gaps, and provide the required operational framework, and analytical and programmatic tools.

The Joint Secretariat will be hosted in the UNDP Sub-Regional Response Facility to the Syria Crisis, under the Supervision of the UNDP Sub-Regional Coordinator (SRC) and management of the Policy & Coordination Specialist (PCS).

Duties and Responsibilities

Key Functions:

Under the Supervision of the Policy & Coordination Specialist (PCS) and the Project Coordinator (PC), the Administrative and Operational Support Officer will produce a number of deliverables including products and services to support the work of the UNDP-UNHCR Joint Secretariat in the sub-region.

Support the financial management of the project which includes:

Ensure Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results
In coordination with the relevant UNDP Operation staff, operating the UNDP Financial Accounting System (ATLAS) for preparation of vouchers for the project (including the processing of vendor creation and settling of travel claims), maintenance of the internal expenditure control system, creation of requisitions in the system, making budget checks in the system;
Financial monitoring of contracts and bringing to notice of the PCS and PC all issues needing attention;
Preparation of quarterly financial report of the Joint Secretariat
Presentation of information for project audit as required

Provide administrative assistance support for the following function:

Organizing workshops, seminars, Steering Committee meetings and any other required event
Procurement support to the project by compiling and preparing contract documents and ensuring submission and follow-up with the relevant UNDP Operation Staff ;
Manage processes for the recruitment of consultants and facilitate their logistical needs;
Manages and overseas travel arrangements, including security clearances, visa issuances
Maintenance of project inventory and preparation of inventory reports;
Maintenance of project files, documents, correspondence and communications;
Other routine office and administration functions;
Support the PCS and PC in following up with project partners on financial and progress reports;
Manage the JS joint calendar;
Maintenance of rosters of high-level partners;
Maintenance of protocol procedures;
Perform any other tasks assigned by the PCS and the PC.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Treats all people fairly without favoritism.

Functional Competencies:

Maintain effective relationships with project stakeholders;
Work goal-oriented based on minimum supervision;
Organise and prioritise work to meet client needs and deadlines;
Prepare timely inputs;
Report to internal and external clients in a timely and appropriate fashion;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Responds to client needs promptly;
Excellent communications, organizational & interpersonal skills;
High-level of IT/computing skills (minimum Microsoft Outlook, Word, Excel, Powerpoint).;
User skills in ERP based financial management;
Good drafting and writing skills in English;
Ability to work independently to fulfill assigned tasks.

Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Required Skills and Experience

Education

Bachelor degree in accounting, economics, office administration or any other relevant field.

Experience

At least 3 years of progressively responsible experience in financial management and administration;
Previous experience within the UN System is an advantage, with UNDP is a strong asset
Experience in the usage of computers and office software packages( MS Word, Excel etc and advanced knowledge of spreadsheets and database packages;

Language:

Fluency in English and Arabic required

Documents to be included when submitting the proposals:

Interested individual consultants must submit the following documents/information to demonstrate their qualifications:

Resume;
Cover Letter (not more than 250 words);
Daily rate on a lump-sum basis (financial proposal);
Professional References (emails and phone numbers).

Financial proposal

The financial proposal shall specify a daily rate on a lump sum basis. Payment will be made in monthly installments.