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Associate Administrative Officer – UN‑Habitat Damascus – oversee HR, finance, procurement, and admin functions.
Mid-level fixed-term role open to Syrian nationals; requires HR, finance, ERP, procurement and data analytics skills.
Responsibilities
HUMAN RESOURCES MANAGEMENT: • Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. BUDGET AND FINANCE: • Review and analyses data with respect to the finalization of cost estimates and budget proposals, in terms of Staff (Programme and Project Staff) and non‑staff requirement (Programmes and Projects operational budgets). • Issue allotments (Budget Released) for the Projects, including redeployment of funds when necessary, ensuring appropriate expenditures and monitoring of budget implementation. • Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued. • Supervise the preparation of timely financial reporting to various donors. • Provide guidance to the substantive staff in the preparations of the new grants proposal, and Agreements of Cooperation with the Implementing Partners, purchases and sub‑contract processes in‑line with UN‑Habitat and the Secretariat standards and systems. • Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports. • Defines requirements and work with systems units with respect to improving budget reporting systems and cost‑effective utilization of program resources. • Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice. • Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. • Provides guidance and leadership to more junior staff. PROCUREMENT: • Takes the lead with respect to the preparation and implementation of the procurement plan, ensuring that financial resources are utilized to implement activities in accordance with the grant duration and identified delivery dates. • Monitors and reviews procurement requests by conducting regular reviews to assess progress of actual work versus the procurement plan. GENERAL ADMINISTRATION: • Assist the Project Administrator, the Head of the CO, and the Senior Managers, in liaising with the host country authorities in matters related to the Host Countries Agreement. • Provide information to the Head of the office and the senior managers on managerial, financial and administrative matters in relation to UN‑Habitat policies and procedures, practices and UN Rules and Regulations • Provides guidance, training and daily supervision to other general service staff in the area of responsibility. • Maintaining the office property management of administrative supplies, office equipment, vehicles and ensure other properties are effectively performed. • Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services. • Reviews adequacy of departmental space requirements. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • Contributes to the collection and analysis of data and identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data‑driven planning, decision‑making, presentation and reporting. • Documents requirements and background information used for data analysis. • Performs other related work as required.
Competencies
PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations; conceptual analytical and evaluative skills to conduct independent research and analysis; ability to identify issues, formulate opinions, make conclusions and recommendations; ability to analyze and interpret data in support of decision‑making and convey resulting information to management; 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; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. PLANNING & 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. CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area is required. A first‑level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non‑degree programs in data analytics, business analytics or data science programs is desirable.
Job - Specific Qualification
A Chartered Institute of Purchasing and Supplies (CIPS) up to Level 4 Diploma (or equivalent) is desirable.
Work Experience
A minimum of two (2) years of progressively responsible experience in administration, finance, accounting, human resources management, or related field is required. Experience with an Enterprise Resource Planning (ERP) system such as UMOJA or related is required. Experience within the United Nations system or similar international organization is desirable. Experience in procurement, contract management, administration or related area is desirable. One (1) year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Arabic is 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). Required Languages Language Reading Writing Listening Speaking English UN Level II UN Level II UN Level II UN Level II Arabic UN Level II UN Level II UN Level II UN Level II
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency‑based interview.
Special Notice
This is a Fixed Term Limited post. Appointment against this post is for an initial period of one year and may be subject to extension subject to legislative body funding availability. THIS POSITION IS OPEN TO NATIONALS OF SYRIA ONLY. National Professional Officer category shall be of the nationality of the country where this position is located and will be recruited in the country or within commuting distance of the office. If no suitable local candidate is identified, Syrian nationals residing elsewhere may be considered, in which case the candidate would be responsible for any costs related to traveling and relocating to Syria in the event of an employment offer. External candidate selected for this position will be granted a fixed‑term appointment limited ("FTA‑limited") in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on Administration of fixed‑term appointments. Renewal of appointment is contingent upon continued existence of mandate and availability of funding. If this position is discontinued, the incumbent will be separated from service. United Nations Secretariat staff members who meet the definition of "internal candidate" in staff rule 4.10 who are selected for this position subject to limitation will retain their current appointment status and will be reassigned or transferred to the position, without a lien to their parent position. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Staff members are subject to the authority of the Secretary‑General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. On‑line applications will be acknowledged where an email address has been provided. All applicants are strongly encouraged to apply on‑line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. If you do not receive an e‑mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, sexual harassment or rude/ ditroit ?? (the text ends abruptly?) The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship.