Administrative and Operational Support Officer, Amman, Jordan

Closing date: Tuesday, 28 April 2015

ADMINISTRATIVE AND OPERATIONAL SUPPORT OFFICER

Location : Amman, JORDAN

Application Deadline : 28-Apr-15

Type of Contract : Individual Contract

Post Level : National Consultant

Languages Required : Arabic English

Starting Date : (date when the selected candidate is expected to start)

03-May-2015

Duration of Initial Contract : Until 31 December 2015

Expected Duration of Assignment : 8 months

Background

The conflict in Syria and the situation in Iraq has led to massive internal and external displacement and worsened existing vulnerabilities in an already-pressured sub-region. It has also challenged the way the international community collectively responds to crises, as the ongoing conflicts not only aggravate the humanitarian situation in Syria and neighboring countries but also compromise the development prospects of present and future generations.

A major milestone in refugee hosting countries is the launch of the Regional Refugee and Resilience Plan (3RP) for 2015-2016. Though it represent a collective effort from the international community, NGOs and UN agencies, UNHCR and UNDP have taken a leading role in co-chairing this initiative in an unprecedented UN integrated response for countries affected by the crisis.

Responding to these challenges requires a strategic shift towards an innovative approach that coherently brings together humanitarian and development interventions for a sustainable, nationally-led and resilience-based response to the Syria crisis.

Given the nature and magnitude of the 3RP, there is a critical need to build a strong knowledge platform for the effective response to the crisis, by conducting key evidence-based research, socioeconomic assessments and developing appropriate programming tools and frameworks to better inform the decisions, improve coordination and facilitate programme implementation.

On 17 December 2013 UNDP and UNHCR signed a regional MOU in order to consolidate the cooperation between the two organizations, and to draw on the comparative advantages of humanitarian and development organizations in order to address the range of needs on a timely basis and at an appropriate scale. One of the key elements of this partnership is the establishment of a UNDP-UNHCR Joint Secretariat that will support Country Offices and provide the required operational framework, and analytical and programmatic tools.

On 3 October 2014, the UNHCR High Commissioner and UNDP Executive Administrator signed an updated and revised MOU for the region. The revised MOU, expended the scope of the agreement to the Iraq Situation and highlighted an additional outcome of UNHCR and UNDPs partnership in the region for the Syria situation, namely, the formulation, implementation and reporting of the Regional Refugee and Resilience Plan (3RP)

The Joint Secretariat is hosted in the UNDP Sub-Regional Response Facility to the Syria Crisis.

Duties and Responsibilities

Under the Supervision of the Development Coordinator (DC) and the Project Coordinator (PC), the Administrative and Operational Support Officer will produce number of deliverables including products and services to support the work of the UNDP-UNHCR Joint Secretariat in the sub-region.

Support the financial management of the project which includes

• Ensure Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results
• In coordination with the relevant UNDP Operation staff, operating the UNDP Financial Accounting System (ATLAS) for preparation of vouchers for the project (including the processing of vendor creation and settling of travel claims), maintenance of the internal expenditure control system, creation of requisitions in the system, making budget checks in the system;
• Financial monitoring of contracts and bringing to notice of the PCS and PC all issues needing attention;
• Preparation of quarterly financial report of the Joint Secretariat
• Presentation of information for project audit as required

Provide administrative and operational assistance support for the following function

• Organizing workshops, seminars, Steering Committee meetings and any other required event
• Procurement support to the project by compiling and preparing contract documents and ensuring submission and follow-up with the relevant UNDP Operation Staff
• Manage processes for the recruitment of consultants and facilitate their logistical needs
• Manages and overseas travel arrangements, including security clearances, visa issuances
• Maintenance of project inventory and preparation of inventory reports;
• Maintenance of project files, documents, correspondence and communications;
• Other routine office and administration functions;
• Support the DC and PC in following up with project partners on financial and progress reports;
• Manage the JS joint calendar
• Maintenance of rosters of high-level partners.
• Maintenance of protocol procedures.
• Perform any other tasks assigned by the DC and the PC.

Competencies

Corporate Competencies

• Demonstrates integrity by modeling the UN's values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism.

Functional Competencies

• Maintain effective relationships with project stakeholders;
• Work goal-oriented based on minimum supervision;
• Organise and prioritise work to meet client needs and deadlines;
• Prepare timely inputs;
• Report to internal and external clients in a timely and appropriate fashion;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients; and
• Responds to client needs promptly.

Skills

• Excellent communications, organizational & interpersonal skills.
• High-level of IT/computing skills (minimum Microsoft Outlook, Word, Excel, Powerpoint).
• User skills in ERP based financial management.
• Good drafting and writing skills in English
• Ability to work independently to fulfill assigned tasks.

Core Competencies

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience

Education

• Bachelor degree in accounting, economics, office administration or any other relevant field.

Experience

• At least 3 years of progressively responsible experience in financial management and administration;
• Previous experience within the UN System is an advantage,
• Experience with UNDP Financial Accounting System (ATLAS) is a strong asset
• Experience in the usage of computers and office software packages( MS Word, Excel etc and advanced knowledge of spreadsheets and database packages)

Language

• Fluency in English and Arabic required

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.