Org. Setting and ReportingThis position is located in the Administrative and Logistics Unit in the United Nations Office of the Special Envoy for Syria (OSE-Syria) in Damascus. The position reports to the Administrative Officer. ResponsibilitiesWithin delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Process entitlements-related claims and reports. • Follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. Budget and Finance • Monitors status of expenditures and allotments through Umoja, records variations, updates budget tables. • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. • Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Assists in the preparation of statistical tables and standard financial reports. General Administration • Provide administrative support to the Administrative Officer in the fulfilment of the Office's functions. • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence including Note verbal’s to the Ministry of Foreign Affairs. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations. Contract Administration • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. • Processes payment of contractors' invoices and monitor the payments. • Assists in the drafting of standard operating procedures (SOPs) on matters related to administration and is responsible for keeping SOPs up to date. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures, • Conduct physical verification, goods issue, service order of UN inventory. • Perform other duties as required by the supervisor. CompetenciesProfessionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. EducationHigh school diploma or equivalent is required. Job - Specific QualificationGood computer skills with extensive experience in word processing, spreadsheets, and other software application is required. Good writing skills are required. Work ExperienceA minimum of three (3) years of experience in general office support, programme/project budget administration or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. Experience with the United Nations or other international organizations is desirable. Work experience using Umoja, Inspira, Sharepoint, or comparable interfaces is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Arabic are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).
This vacancy is archived.