Operations Administration Assistant

Background and Organizational Context

The scale, severity and complexity of needs across Syria remains overwhelming. An estimated 70% of the country’s population is in need as of the end of 2024. The increase in numbers of returnees to various Syrian governorates increases the pressure on the already existing overwhelmed services. 

Six UN Organizations have developed a Joint Programme to Strengthen Urban and Rural Resilience and the Conditions for Recovery in Syria, with a current budget of approximately US$ 18 million during the period 2025-2026 to be impmented in Eastern Aleppo, Syria.

The United Nations Joint Programme (UNJP) enables the participating UN organizations to respond to people’s needs in the dynamic Syria context with the required early recovery and resilience programming that supports basic social services provision and livelihoods, while facilitating social cohesion and supporting the resolution of local disputes.

Against this backdrop, the Programme and Reporting Specialist will work under the direct supervision of the Programme Manager, and in coordination with the focal points of the Participating United Nations Organizations of the Joint Programme.

The Programme and reporting Specialistwill be responsibe for the progress and annual reporting of the JP, and the overall programmatic support to the programme manager. Furthermore, will work to ensure the successful implementation of the Joint Programme strategies.

Position Purpose

Under the overall guidance and supervision of the Operations Manager, the Operations Administration Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work.  The Operations Administration Assistant promotes a client, quality and results-oriented approach.

The Operations Administration Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration. 

Key Duties and Accountabilities

1.)   Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality. 
 •   Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
 •    Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). 
•     Provide inputs to preparation of administrative team results-oriented workplans.

2.) Provide support for assets management.

•    Maintain records on assets management and prepare reports. 
•    Maintain the filing system ensuring safekeeping of confidential materials. 

3.)  Provide support for effective administrative and financial control in the Country Office.

•   Assist in the preparation of budget and information for audit. 
•    Research, retrieve statistical data, and extract other data from internal and external sources; prepare statistical charts, tables and reports. 
•     Review travel authorizations, documentation, payments. 
•     Review and verify documents on vendor creation set-up information in ERP.

4.)   Provide appropriate and required administrative and logistical services to the Country Office.

•     Serve as custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution. 
•     Provide support to organization of procurement processes, including preparation of RFQs, ITBs or RFPs documents, and receipt of quotations, bids or proposals and their preliminary evaluation.  Prepare POs. Organize shipments and customs clearance arrangements.  Prepare documents/documentation for UNDP shipments (received/sent) and implement follow-up actions.  Perform Buyer role in ERP.
•     Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations. Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.   When requested, collect information for DSA, travel agencies, and other administrative surveys.
•     Arrange vehicle transportation, regular vehicle maintenance and insurance. Check and record vehicle daily log and gas consumption, update and maintain vehicle history report. 
•     Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of unit. 
•     Provide support to the organization/maintenance of common services and maintenance of common premises. Maintain files and records relevant to office maintenance. 
•     Maintain contacts with visitors and staff, arrange appointments and meetings, and when needed, take minutes, act as an interpreter and/or translate simple correspondence. Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions.

5.)  Support knowledge building and sharing in the Country Office.

•    Help organize and participate in training for the operations/projects staff on administration. 
•    Provide sound contributions to knowledge networks and communities of practice. 
 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: None. 
 

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  Thematic Area Name Definition Business Management 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.

Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. 

Knowledge of relevant concepts and mechanisms

Administration & Operations 

UN travel documents 

Administration & Operations 

Entitlement travel 

Requirements: Education

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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