Jobs - 61903- National Administration Officer (OCHA)

National Administration Officer (OCHA) - (Open to Syrian Nationals Only)

Location :

Damascus, SYRIAN ARAB REPUBLIC

Type of Contract :

FTA Local

Starting Date :

31-Jan-2016

Application Deadline :

30-Nov-15 (Midnight New York, USA)

Post Level :

NO-B

Duration of Initial Contract :

One year

Languages Required :

Arabic English

Expected Duration of Assignment :

One year

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

As part of the Administration & Finance Unit of OCHA Syria, the National Administration Officer will, under the overall guidance and supervision of the Head of the Unit, assists in the overall management of administrative services, and administers and executes processes and transactions ensuring high quality and accuracy of work.

Duties and Responsibilities

Summary of key functions:

Implementation of operational strategies, including the roll-out of Umoja;
Project budget management and organization of cost recovery system;
Control of Field office Accounts;
Facilitation of knowledge building and knowledge sharing, including on Umoja.

Under the direct supervision of the Head of the Unit, the incumbent will perform the following duties:

Support to ensure delivery of OCHA Syria activities in an efficient and cost effective manner;
Ensure internal control system is in place;
Liaise with the UNDP Country Office on relevant issues as appropriate;
Ensure that financial management of the office is in line with OCHA rules and regulations;
Management of up-to-date accounting system/records to ensure timely accurate and reliable monthly financial reporting;
As the Travel Administrator, make request for travel authorization and expenditure reporting on behalf of national staff in Umoja;
Manage requests for requisition and purchase orders for the procurement processes in Umoja;
Manage financial transactions, incl. petty cash, is as per the rules and regulation and upload on Umoja;
Act as office focal point for common services financial administrative and logistical functions;
Day-to-day support and coordination for all procurement arrangements with local service providers and ensure that common services agreements (cleaning, security, health facilities, vehicle maintenance etc.) are properly implement and services are to the standards required;
Closely follow up on all issues related to staff travel (domestic & international) and office/staff compliance with the security procedures;
Manage the office transport fleets and ensure that all vehicles are all MOSS compliant and are in road worthy condition and properly maintained, including the provision of adequate spare parts at all times;
During the transition to Umoja, ensure that for the office assets/inventory proper records are maintained and updated regularly and that both the financial and physical status of all office NEPS is regularly reported to the office AO in GVA;
Provide timely coordination and logistical support in relation to office operations;
Reconcile financial authorizations with transaction made in Umoja and make accurate transaction reports on time for the both the office personnel & operational costs;
Coordinate and verify all payment requests, all financial transactions prior approval;
Prepare yearly & quarterly office international & local procurement plans under the approved office Cost Plan in close consultation with the sections and with the management team;
Maintain budget (OBMO/OBLA) excel sheets for all expenditures under the approved cost plan and prepare budget expenditure reports each six month;
In close consultation with the Admin Officer and with other sections, draft the yearly office cost plan and revision of cost plan. Upload approved CP on FAS/BRM;
Support the planning and organizing of office events including retreats, meetings and other events and ensure that all participants are informed in advance and that the necessary logistics is in place including booking of venues, hotels;
Supervise the work and manage the performance of the Administrate support staff as FRO;
Any other duties as required by the office/supervisor.

Impact of Results

The key results have an impact on the efficiency of the Office in general and the Unit in particular. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbents own initiative is decisive in results of work and timely finalization.

Competencies

Corporate Competencies:

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

Functional Competencies:

Knowledge Management and Learning:

Encourages office staff to share knowledge and contribute to the office practice;
Develops deep understanding in the Admin/Finance Function;
Promotes a learning environment in the office;
Demonstrates strong coaching/mentoring skills, regularly providing helpful feedback and advice to others in the office;
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 understand and interpret policies, rules/procedures relevant his/her area of function, able to lead/build a team & manage performance and maintain high staff morale;
Strong IT skills;
Ability to implement new systems (business side) and affect staff behavioral/ attitudinal Change.

Management and Leadership

Focuses on impact and result for the client;
Leads teams effectively and shows conflict resolution skills;
Consistently approaches work with energy and a positive, constructive attitude;
Demonstrates strong oral and written communication skills;
Builds strong relationships with clients and external actors;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

Bachelor’s Degree in field of Business Administration, Finance or Economics.

Experience:

4 years of relevant experience in the area of administration, finance, procurement or programme support service;
Good knowledge on Administration/Operations & Finance is required. Sound knowledge of UNDP and UN rules and procedures will be an asset;
Proven qualities in areas related to finance and administration;
Good computer skills (Windows, MS Word, Excel/Spread sheets, the Internet/Web) and working knowledge on Accounting/Finance computer applications soft wares.

Language:

Fluency in English language and Arabic is requirement.