Based on the agreement reached between the Government of Syria and the UN in Syria to establish a number of UN Hubs from where Agencies Programme and operations could be operated, the UN in Syria has proceeded with the establishment of UN Hubs in Damascus, Homs, Aleppo, Qamishli, Hama and Deir Ezzour. The UN Hubs have been authorized to operate under the Resident Coordinator’s Office (RCO). A UN Hub Coordinator will be appointed in every Hub to support the day-to-day management of joint UN operations functions in any UN Hub, consequently leading to a need to have one coordination officer in the CO to communicate and liaise with the different UN hubs coordinators in Syria. In addition, and due to the current security situation in the country, several common services initiatives have been identified and agreed upon among UN agencies in Damascus. Furthermore, substantive increase in the demand for UNDP services in several fields (HR, procurement, finance, etc.) have been noticed in the past years that necessitates revision and implementation of effective and efficient cost recovery methodologies. Moreover, considering the need to enhance the implementation and coordination of the BOS for Syria, where the Common Services Coordinator will play a critical role to support coordination between the OMT/WGS/BOS Taskforce and the RC. This has resulted in qualitative expansion of the  common services to be managed and administered by UNDP Country Office. In order to effectively manage the new requirements for the post, the UNDP Country Office in consultation with the OMT decided to upgrade the post of Common Service Associate  to Common Service Analyst/Coordinator at NOB leve.

Under the guidance and direct supervision of the UNDP’s Operations Manager, and matrix management of the OMT chairperson, the Common Service Coordinator is responsible for effective implementation of the common services and cost recovery mechanisms in Damascus and the HUBs; to be consistent with UNDP rules and regulations.

The Common Services Coordinator promotes a client-focused, quality and results-oriented approach in the operations of the UN Hubs. The Common Services Coordinator will work in close collaboration with OMT members to successfully deliver the required services.

Ensures implementation of operational and financial management strategies, and adapts processes and procedures focusing on achievement of the following results:

  • Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies;
  • Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
  • Supports the accounting, administrative and logistical functions in the HUBs to achieve the UN objectives;
  • Ensures efficient and effective Invoicing and the use of correct budget line (Chart of Accounts-COA) CO business processes mapping and elaboration of the content of internal Standard Operating Procedures in the HUBs under the supervision of the OMT Chairperson and the Operations Manager;
  • Liaise with UN Department of Safety and Security (UNDSS)  on implementation of the minimum operating security standards (MOSS) in all HUBs;
  • In coordination with UNDSS and Emergency Telecommunications Cluster (ETC), implement/ improve the common security telecommunication system in the Hub.
  • In coordination with the OMT chair, the OMT WGs, the BOS Taskforce, and the RC office, coordinate/support in the planning and implementation of the BOS in Syria.

Ensures proper implementation of common services with other UN Agencies focusing on achievement of the following results:

  • Implementation of common services in line with the latest developments in common services and the best practices;
  • Secretariat support to Operations Management Team (OMT) meetings and preparation of the minutes of meetings;
  • Follow up on all OMT meetings decision;
  • Develop annual work plans with related budgets that respond to the needs of different UN Hubs and submit them for approval to the Hub operations working group and to the OMT;
  • Monitor the implementation of approved quarterly work plans;
  • Coordinate between the UN HUBs Coordinators and relevant units in the CO for the implementation of the approved work plans, as needed;
  • Liaises closely with the respective operations team to ensure the day to day running of UN HUBs;
  • Communicate with the government authorities on operational and administrative issues of the HUBs;
  • Ensure that UNDP rules and regulations pertaining to efficiency, transparency, competitiveness and value-for-money are adhered by the UN Hub Coordinators when procuring goods and/or services;
  • Assist in the preparation of relevant Memorandum of Understandings for common premises and common services, as needed.

Ensures the management of common services budgets and related financial transactions, and organization and functioning of the optimal cost-recovery system focusing on achievement of the following results:

  • Liaise with all UN HUBs Coordinators to prepare quarterly work plans along with related budgets before submission to the OMT for approval;
  • Establishment of common services budgets in ATLAS and ensure Proper planning and monitoring of common services budget;
  • Implementation of cost-recovery mechanisms for management of common services budgets and other services (HR, procurement, finance, etc.) provided by UNDP CO to UN Agencies;
  • Proper tracking of expenditure and verification of related financial transactions and payments in accordance with UNDP rules and regulations;
  • Preparation of regular reports along with analysis of financial situation including total expenses, income received and outstanding contributions to UNDP;
  • Monitors effective delivery of common services budget;
  • Calculates cost recovery due in respect of services provided to UN Agencies. Enters and track related bills into ATLAS;
  • Supervises the work of UN Hubs and staff of UN Agencies  assigned to support  the common services as identified and delegated in the work planincluding administrative staff, drivers and security guards, etc.;
  • Supervises the work the Common Services Associate including financial and administrative duties related to the Common Services Budget and LCSSB
  • Coordinates procurement plan for all activities in Hubs, support prepration of invitations to bid (ITB), and Request for Quotation (RFQ), compiles and tabulates bids for submission to Contracts, Assets and Procurement Committee;
  • Ensures compliance with the UN rules and regulations pertaining to efficiency, transparency, competitiveness  and value-for-money when procuring goods and/or services;
  • Conducts any operational assignment related to the HUBs coordination as needed.

Ensures facilitation of knowledge building and knowledge sharing in the UN Hubs on operational matters focusing on achievement of the following results:

  • Organizes /conducts training for the UN Hub Coordinators on operational and financial matters;
  • Synthesis of lessons learned and best practices in the Hubs;
  • Sound contributions to knowledge networks and communities of practice;
  • Conducts regular communications with HUB coordinators on issues endorsed by OMT.

Core:

Innovation:

  • Ability to make new and useful ideas work.

Leadership:

  • Ability to persuade others to follow.

People Management:

  • Ability to improve performance and satisfaction.

Communication:

  • Ability to listen, adapt, persuade and transform.

Delivery:

  • Ability to get things done while exercising good judgement.

Technical/Functional:

Knowledge Management and Learning:

  • Ability to turn raw information into useful knowledge, relevant for context, or responsive to stated need.
  • Development and Operational Effectiveness:
  • Ability to analyse procurement service requirements;
  • Ability to lead procurement processes using specific Procurement methods (RFQ, ITB, RFP);
  • Ability to apply organizational policies and procedures;
  • Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change;
  • Strong analytical skills.

Management and Leadership:

  • Focuses on impact and result for the client and responds positively to feedback;
  • 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.

Management Solutions:

  • Ability to create internal reporting and accountability processes and standards.

Education:

  • Master’s Degree in Finance, Economy, Business Administration, Public Administration, or related field.
  • First level university degree with 4 years of experience may be considered in lieu of advanced university degree.

Experience:

  • A minimum of 2 years of progressively professional experience in the field of in providing administrative, financial and operational services; (4 years of experience for Bachelor’s Degree holder);
  • Experience in the usage of computers and office software packages;
  • Previous experience with the UN is an asset.

Language Requirements:

  • Fluency in both Arabic and English.

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 1 Year with possibility for extension

This vacancy is archived.

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