Background and Organizational Context:
The Assad regime has ended with extraordinary speed and having endured seemingly perpetual suffering loss and oppression, the Syrian people now face the prospect of a new future. Over the last 14 years Syrians have suffered catastrophic losses; the displacement of 14 million citizens from their homes; a collective grief for the half a million lives lost in conflict; despair for those who were detained or imprisoned for their political opposition. Syrians have lived through the severity of protracted crisis with no real signs of a political process or solution, existing within a complete lack of accountability for the suffering endured.
For the first time in more than a decade the prospect of peace exists, albeit a precarious possibility that is complicated by the tolls and divisions endemic to protracted crisis conditions. The end of the Assad regime now presents the opportunity for a new Syria that Syrians themselves must be supported to determine.
It is paramount that UNDP together with the wider UN family, supports the Syrian people on a path towards peace and stability. The gains made to counter risks of further dissolution and to safeguard basic services and civil space in the transitional period, will determine much for the prospects of a peaceful transition to a new government of the Syrian people’s own choosing. The actions of UNDP to identify and respond to these immediate and critical needs of the Syrian people, appropriate to the conditions on the ground, will offer a vital channel of support to the collective efforts of the UN to protect and uphold a route towards peace.
The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end poverty, reduce inequalities, and build resilience to crises and disasters. Working with our vast network of experts and partners in over 170 countries, we help nations to create integrated and lasting solutions for people and the planet.
UNDP Syria operates in a highly complex and challenging environment, shaped by over a decade of conflict, widespread displacement, economic instability, and recurrent natural disasters. The Syria Country Programme focuses on three critical areas: 1) Promoting socio-economic recovery and social cohesion; 2) Strengthening local governance and basic social services; and 3) Supporting climate change adaptation and natural resource management. The programme emphasizes an area-based approach to tailor interventions to the specific needs of local communities and supports the vision of sustainable peace and recovery for all Syrians.
The United Nations Sustainable Development Cooperation Framework (UNSDCF) and the UNDP Country Programme Document (CPD) 2022–2025 are fully aligned with the 2030 Agenda and the SDGs. They prioritize resilience-building efforts while addressing the pressing humanitarian-development nexus. UNDP Syria aims to bridge immediate recovery needs with long-term development goals, focusing on inclusive governance, equitable access to basic services, sustainable livelihoods, and climate action. Similarly, the next CPD (2026-2030) will take the above priorities and the changing context into account.
The Programme Team is responsible for the design, oversight, and quality assurance of all projects and programmes, ensuring full alignment with the priorities set out in the Country Programme Document (CPD) and the United Nations Sustainable Development Cooperation Framework (UNSDCF). The team plays a central role in advancing UNDP Syria’s three programmatic pillars: socio-economic recovery and social cohesion; local governance and social basic services; and energy, environment, and disaster risk reduction. By providing technical expertise and high-level advice, the team ensures that all programme outcomes contribute to the strategic objectives of UNDP and the broader UN system.
Programme staff actively engage with diverse stakeholders, including government entities, development partners, civil society, private sector actors, and UNDP’s regional and headquarters offices, to foster partnerships, share knowledge, and catalyze innovative solutions. The team leads resource mobilization efforts, develops strategic partnerships, and identifies opportunities for new initiatives, including joint programming. Throughout the programme cycle, the team adheres to UNDP’s quality standards and policies, ensuring the effective implementation of activities that align with the strategic direction of the Country Office and the broader UN cooperation framework. By maintaining strong partnerships with governments, development institutions, UN agencies, and donors, the Programme Team plays a pivotal role in addressing Syria’s recovery and resilience needs.
Within the Syria Country Office (CO), the Operations Team provides essential backbone support services, including finance, programme finance management, procurement, human resources, digital services, logistics. The team also ensures compliance with corporate policies and provides demand-driven common services to other UN agencies in Syria. Administrative support, including protocol, visa facilitation, and travel, is provided to UNDP staff and project personnel.
The Management Support Unit supports corporate alignment, and quality assurance. It collaborates with programme teams on results monitoring and reporting while providing strategic guidance to ensure high standards of delivery.
The Security Unit advise on the protection of, and minimizing the risk to, UNDP staff, eligible dependents, property and operations in all locations and at the same time enabling UNDP programme delivery throughout the country.
The Strategic Communications Team supports all programme interventions by managing public outreach, knowledge sharing, and advocacy efforts to highlight UNDP Syria’s impact and mobilize support for its mission.
The Partnerships & Reporting unit spearheads resource mobilization, manages donor relations, and develops strategic partnerships while ensuring transparent reporting and communication on programme outcomes to donors and stakeholders.
The Strategic Policy unit provides high-level guidance and ensures alignment of UNDP Syria’s programmes with corporate priorities, international frameworks, and the evolving needs of the Syrian context, focusing on resilience, recovery, and sustainable development.
The Area-Based Programme unit tailors interventions to local needs through decentralized planning and implementation, prioritizing community-driven recovery, resilience-building, and sustainable development across Syria’s diverse and complex regions.
The Risk Management Unit identifies, assesses, and mitigates risks associated with programme implementation, particularly in Syria’s complex operating environment, to safeguard resources, maintain compliance, and uphold UNDP’s integrity and accountability.
The Joint Programme Unit coordinates collaborative initiatives with UN agencies and partners, ensuring alignment with the broader UN strategic framework and maximizing the impact of multi-agency programmes in Syria.
Position Purpose:
Under the overall guidance of the Operations Managers, and direct supervision of the Administrative Analyst, the Administrative Assistant assists in the overall management of UNDP fleet and transport, administrative services, as well as administers and executes processes and transactions ensuring high quality and accuracy of the work. The Administrative Assistant works in close collaboration with the Operations, Programme, and projects staff in the CO and other UN agencies staff. The incumbent exchanges information, and ensures 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:
Ensure efficient and effective administrative support as per the following:
Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. Organize, and coordinate transport, shuttle services, and shipments. Assist in developing a Roster for drivers Coordinate drivers' workdays Track the vehicles across the country through vehicles tracking system, and solve any issues related to the system. Coordinate the fleet and transport arrangements at the Country Office, and Projects level. Provide data on cost recovery of the transportation services for external clients. Coordinate the vehicle maintenance workflow and schedule. Supervise general cleaning duties, along with registry and maintenance.Provide effective transport and fleet management support:
Coordinate vehicle management in the CO, ensuring timely preparation, and submission of periodic computerized vehicle reports. Provide effective transportation services to UNDP Staff, and coordinate the daily vehicle booking for different official purposes. Dispatch and assign drivers to the various programmes and units of the UNDP CO as needed. Coordinate logistics operations for each programme according to the updated Standard Operation Procedures Review and analyze documentation to recommend vehicle assignments for each department. Manage and coordinate transport related tasks including drivers daily, weekly, and monthly schedules, leave plans, and weekend duty roster, etc. Supervise transport staff in consultation with the Operations Associate. Ensure third party insurance coverage and security of UNDP vehicles, equipments, etc. Maintain the inventory system for UNDP vehicles, and ensure that the inventory recording is up to date. Prepare maintenance schedules and agreements, along with effective monitoring tools to track vehicle service quality and operationality.Supervise the drivers to ensure that their maximum use of time, work-life balance, work level comfort, fair and practical roster implementation, training and development, physical and moral discipline,and compensation for extra hours worked are prioritized.Monitor the Vehicle Tracking System (VTS) live to ensure that engine idling is reduced to minimum, fuel consumption of the vehicles is optimized, performance of the drivers on the road is tracked, and security map compliance is closely monitored.Arrange periodic services of office vehicles. Review and clarify invoices and procurement documents related to transport and maintenance. Prepare and update vehicle history record, maintenance record, fuel consumption report, vehicle insurance report, vehicle condition report, and vehicle accident report on monthly basis. Provide prompt reporting and investigation of cases of vehicle accidents, damage, loss, or theft of items. Prepare and implement transport and maintenance work plan. Maintain accurate records of services, interventions, and any malfunctions of the above. Maintain accurate and enough spare parts and consumable stock for all the vehicles within the area of responsibility. Prepare a manageable system for implementation of shifts to minimize the overtime, and maximize the driver’s efficiency. Arrange daily, weekly, and monthly dispatches. Assist in preparing and updating all UN vehicle driving permits and registration documents.Supervise registry & maintenance Clerk and Cleaners:
Inspect sites regularly to identify problems, and necessary maintenance. Prepare weekly maintenance schedules, and allocate work as per the forecasted workloads. Assign cleaning areas to staff, carry out daily inspections to ensure cleaning operatives are cleaning the premises effectively, and ensure that cleaning operatives follow health and safety procedures. Ordercleaning materials, and research potential developments in cleaning equipments that could improve the service provided. Ensure that all cleaning operatives are effectively trained, and that their workload is manageable. Ensure that the maintenance of the office filing system complies with the UNDP Global Filing System, and that files are properly stored, accessible, and securely kept. .Ensure the provision of effective mail management.Support knowledge building and knowledge sharing in the CO, as per the following :
Brief/debrief staff members on issues related to area of work. Provide sound contributions to knowledge networks and communities of practice. Coordinate regular refresher trainings for the drivers with the relevant units. Facilitate core and mandatory training activities for the fleet management team.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: Supervise drivers, maintenance Clerks and Cleaners
Requirements:
Education
Secondary Education (high school diploma) is required. University degree (bachelor’s degree) in Business Administration, Public Administration, Finance, or related field will be given due consideration, but it is not a requirement.Experience, Knowledge, and Skills
Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience at the national or international level in providing administrative/fleet/transport services is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of web-based management systems are required. Experience with UN/UNDP/International Organizations/NGOs is desired. Experience in general operations is desired. Supervsiory experience is highly desired. Experience in fleet and transport management is an asset. Strong organizational and record-keeping skills are highly desirable. Experience in coordinating logistics and facility maintenance operations is desired. Good communication and interpersonal skills, including the ability to coordinate with multiple stakeholders, are essential.Language requirements:
Fluency in Arabic and English is required.
Expected Demonstration of Competencies:
Core
Achieve Results:
LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively:
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously:
LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility :
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination:
LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner:
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion:
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
People ManagementUNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies
Thematic Area: 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.Thematic Area: Operations: Administration & Operations (Documents and records management).
Overall document (hard or electronic) management; registry and retention policy including storing and archiving.Thematic Area: Operations: Administration & Operations (Vehicle management)
Knowledge of policy & procedures on fleet management.Thematic Area: Operations: Administration & Operations (Registry & correspondence
Management)
Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives.Thematic Area: Operations: Administration & Operations (Inventory management)
Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.Keywords:
Vehicle management Fleet management Transport Administration Registry & correspondence management