Background

Under the overall supervisor of the Admin/Finance Officer, and Head of Office, the incumbent will provide Administrative and log support. The above function will include but not limited to financial management, human resources management and arrange local procurements, provide logistics for the Damascus/field office, support HR and Admin function, logistics and perform any other support as directed by the Head of Administration.

Duties and Responsibilities

Summary of Key Functions:

• Efficient administrative support;
• Human resources support;
• Support to supply and assets management;
• Logistics support;
• Arrange necessary formalities for staff travel and personnel actions;
• Admin and transport management.

Under the supervision of the Admin/Finance Officer, the incumbent will perform the following:

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with HCO/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the Office administrative/logistic systems and implementation of the internal standard operating procedures (SOPs);
• Preparation of administrative team results-oriented work plans. Preparation of leave records, R&R plan and record, attendance records and filing them into chronological orders.

Ensures efficient Human resources support, focusing on achievement of the following results:

• Organization and coordination human resources related activities including support on recruitment activities;
• Coordination of admin and HR arrangements. Performing travel, procurement and other administrative expenses;
• Support and update  of recruitment processes including preparation of collection of Test question; and result and manage them in to panel form, CRD documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of procurement related documents;
• Analyze and calculate of DSA, travel arrangements for staff. Prepare the Travel Authorization when necessary;
• Management and recording R&R, leave, attendance of Staff member (SM) and reconcile it with their leave and R&R documents. Update leave balance regularly and provide the leave balances to SM;
• Supervision of office premises and related common services;
• Coordination of Office transportation fleet, regular vehicle maintenance and insurance in absence of logistic associate;
• Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report. Recording collection of telephone bills and timely scrutinize;
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items, update and maintenance of vehicle history report.

Provides support to HR update and assets management, focusing on achievement of the following result:

• Coordination of assets management with the Country Office, timely preparation and submission of periodic HR and inventory reports for offices;
• Management of employment contract list and update the list regularly. Record all PAS and EPAS documents for the HR purpose.

Prepare payment request analyzing and reconcile with previous payment on achievement of the following result:

• Analysis and prepare travel authorization and travel claim for SM and attached appropriate documents with travel authorization and claim;
• Review analysis and check and reconcile the bills, invoice and receipt from vendor on timely manner.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Training of staff on the administrative procedures;
• Briefing/debriefing of staff members on issues relating to area of work;
• Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

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

Functional Competencies:

Knowledge Management and Learning:

• Shares knowledge and experience;
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

• Ability to administer and execute administrative processes and transactions;
• Ability to extract, interpret, analyze data and resolve operational problems;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations Leadership and Self-Management;
• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure.

Required Skills and Experience

Education:

• High School graduate.

Experience:

• 4 years of relevant experience in administration or programme support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Preference given to those who have Experience in handling of web-based management systems.

Language Requirements:

• Excellent command of written and spoken English and Arabic is requirement.