Associate Administrative Officer (Fixed-Term Limited)

The Associate Administrative Officer supports the UN-Habitat Syria Country Programme office in Damascus by managing human resource administration, budgeting, procurement, and general administration functions. The role involves coordinating HR activities, budget and finance management, procurement planning, and providing guidance to junior staff to ensure effective programme implementation and compliance with UN policies.

Responsibilities

• Effectively coordinates actions relative to the administration of human resource activities, 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.
• Reviews and analyses data with respect to the finalization of cost estimates and budget proposals for staff and non-staff requirements.
• Issues allotments for projects, including redeployment of funds when necessary, ensuring appropriate expenditures and monitoring of budget implementation.
• Leads preparation and implementation of the work programme, ensuring financial resources are utilized according to the Programme Budget and allotments.
• Supervises preparation of timely financial reporting to various donors.
• Provides guidance to substantive staff in preparation of new grants proposals, agreements of cooperation, purchases and sub-contract processes.
• Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress.
• Coordinates production of programme reports.
• Defines requirements and works with systems units to improve budget reporting systems and cost-effective utilization of resources.
• Develops and implements procedures to ensure 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.
• Leads preparation and implementation of the procurement plan, ensuring financial resources are utilized according to grant duration and delivery dates.
• Monitors and reviews procurement requests to assess progress versus the procurement plan.
• Assists Project Administrator, Head of CO, and Senior Managers in liaising with host country authorities on Host Countries Agreement matters.
• Provides information to senior management on managerial, financial and administrative matters related to UN-Habitat policies and UN Rules and Regulations.
• Provides guidance, training and daily supervision to general service staff in area of responsibility.
• Maintains office property management of administrative supplies, office equipment, vehicles and other properties.
• Oversees procurement, billing, receipt of income, operational travel programme, procurement monitoring and evaluation of vendor contracts and payments.
• Reviews adequacy of departmental space requirements.
• Oversees identification of office technology needs and maintenance of equipment, software and systems.
• Contributes to data collection and analysis, providing draft insights through data visualization for planning and reporting.
• Documents requirements and background information used for data analysis.
• Performs other related work as required.

Requirements

• 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.
• A Chartered Institute of Purchasing and Supplies (CIPS) up to Level 4 Diploma (or equivalent) is desirable.
• 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.
• English is required at UN Level II for reading, writing, listening, and speaking.
• Arabic is required at UN Level II for reading, writing, listening, and speaking.

Skills

• Business Administration
• Public Administration
• Finance
• Accounting
• Law
• Data Analytics
• Business Analytics
• Data Science
• Procurement
• Contract Management
• Human Resources Management
• Enterprise Resource Planning
• Umoja
• Budget Management
• Financial Reporting
• Administration
• Supply Chain Management
• CIPS Diploma Level 4

Languages

English, Arabic