United Nations Development Programme (Jordan, Regional Bureau for Arab States)

Area Assistant in the Coastal Area

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Last update: Jun 7, 2024 Last update: Jun 7, 2024

Details

Deadline: Jun 21, 2024
Location: Syria
Job type:Contract, 12 months +
Languages:
Arabic, English Arabic, English
Work experience:Min 2 years
Date posted: Jun 7, 2024

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Description

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.

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.

The priorities of UNDP Syria, as stipulated in the Country Programme Document 2022-2024, is to enhance the resilience and socio-economic stabilization of individuals and communities through local governance and service delivery, local socioeconomic recovery and social cohesion, and climate change mitigation and adaptation and natural resource management pathways. UNDP Syria prioritizes its “resilience” signature solution, which is in line with its leadership of the resilience pillar of the Humanitarian Response Plan, which includes coordinating the early recovery and livelihoods sector.

UNDP has rolled out a context-sensitive, area-based approach to address complex and interlinked development challenges and their root causes, all while strengthening social cohesion. This entails the design, implementation and monitoring of resilience programmes through an inclusive, rights-based and participatory approach that promotes community ownership and sustainability in defined geographic areas aiming to build resilience to shocks, including the socioeconomic impacts of COVID-19, while addressing gender equality and respecting the principle of “do no harm”.

UNDP delivers substantive results on the ground through its field offices and programme presences, covering 14 governorates. In CoastArea, UNDP operates as part of the AHCT and is headed by an Area Manager.

To support UNDP Syria in programmes/projects implementation, and under the direct supervision of the Area Manager, the Area Assistant is responsible for the support of the coordination and management of UNDP’s area-based strategies and interventions.  He/she supports the implementation of project’s activities in addition to supporting monitoring and reporting on implemented initiatives.

Under the direct supervision of the Area Manager, the Area Assistant provides adequate and timely administrative functions to the area office team including administrative, financial, event management, logistics and human resources support.

The Area Assistant works in close collaboration with the operations, programme, project and area office team to ensure smooth functioning of the office and implementation of activities in the targeted areas/Coastal Area and supervises other support personnel as required.

Duties and Responsibilities

Supports implementation of operational strategies.

  • Support full compliance of administrative activities with UNDP rules, regulations, policies and strategies;
  • Maintain staff records and leaves, ensures the supporting documents and preparing relevant reports. 
  • Assistance in the preparation of budget, provide input to support the field office team, and provision of information for audit;
  • Supervises the driver and the guards, cleaning personnel as necessary.

Ensures provision of procurement, travel and office management support.

  • Assists in the preparation of relevant procurement processes for goods and services, TORs, and bidding document in accordance with UNDP's rules and regulations, including RFP, RFQ, and contract management procurement within the agreed upon thresholds
  • Prepares eRequistions in UNDP’s ERP and processes payments for the area office;
  • Maintains assets and inventory records and submits regular reports  as required.
  • Supports projects' implementation and office management, including missions of area staff or missions of national or international staff and experts;
  • Ensures a functioning office including proper office space, furniture, fixture and assets, internet, and clean and conducive working environment;
  • Develops and maintains area office filing system (hard and soft);
  • Assists in supervising the management of vehicles;
  • Assists in the organization of workshops, training events and meetings;
  • Arranges appointments and travel and security clearances, and follow up for other arrangements related to missions, including schedules, agendas, accommodation, and drivers, and processing requests for identity cards and other documents;
  • Any other tasks assigned.

Ensures provision of timely project implementation support.

  • Assists in the preparation of of financial and operational reports and area work plans;
  • Prepares and updates meeting minutes;
  • Assists in the preparation of the updated reports on activities and comprehensive periodic reports to the Area Manager on the implementation of the projects' activities' progress;
  • Supports the establishment and maintenance of a monitoring plan on the progress and impact of activities.

Supports facilitation of knowledge building and knowledge sharing.

  • Provides necessary administrative support for effective knowledge management and sharing within the area office;
  • Participates in the training for the operations/projects staff on administration;
  • Prepares area office learning plan with inputs from the team and CO guidance;
  • Updates area office SharePoint and relevant information management systems with the latest information/reports
  • Sound contributions to knowledge networks and communities of practice.
Competencies

Core Competencies

  • 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

  • Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making.
  • Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
  • 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.
  • Communication: Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels.
  • Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
  • Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
  • Event Management: Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Required Skills and Experience

Education: 

  • Secondary education (high school) is required, or University Degree (bachelor’s degree) in Business Administration, Public Administration, finance or equivalent field will be given due consideration, but it is not a requirement. 

Experience: 

  • A minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative or project, finance experience or any other relevant field is required.  
  • Experience in the use of computers, office software packages (MS Word, Excel, etc.) is required.
  • Familiarity with web-based management systems (ERP systems) is required.
  • Advanced knowledge of spreadsheet and database packages is required.
  • Experience in preparation of financial reports and overviews 
  • Experience in monitoring and evaluation 
  • Experience of project management processes is desired
  • Experience of procurement and finance is desired
  • Good administrative experience and Event Management is desired
  • Previous experience in arranging meetings and preparing the minutes is desired
  • Previous working experience with the UN is an asset
  • Good knowledge of the context of the duty station is an asset
  • Military Services either exempted or completed is desired

Language Requirements:

  • Proficiency in Arabic and English is required. 

Female Candidates are highly encouraged to apply.