Under the overall supervision of the
Head of the Country Programme and under direct supervision of the Project
Administrator (PMO), the incumbent will perform and will be responsible for
assisting, supporting and overseeing a wide range of functions in areas of
administration, financial & budget management, human resources, logistics
and procurement in UN-Habitat Syria CO. In successful and effective discharge
of his/her responsibilities, the incumbent will ensure the appropriate use of
resources (human and financial), and will ensure the compliance with the regulations
and rules of the United Nations.
The National Administrative Officer will be responsible for the following duties:
Programme Management and Operations:
·
Provide timely support and
inputs to the project personnel (Head of the CO, Human Settlements Officers,
Project Administrator and other Administrative and Technical personnel) on
administrative and procedural issues related to project and budget formulation,
implementation, monitoring and reporting.
·
Implement UN Habitat HQs; UNON
and the Regional Office SoPs and serve as focal point for setting the
necessary tools and software (PAAS, Lotus Notes, UMOJA etc.) at the CO level.
·
Assist in the coordination
with Project Administrator and other partners on financial and administrative
matters pertaining to project initiation, implementation and/or closure.
·
In consultation with the
Project Administrator, periodically prepare donor’s reports; and necessary
financial statements; in line with the project documents.
·
Supervises and reviews the
unit work; provide guidance advices and trainings as and when required.
·
Reviews and verifies
operational advance accounts to ensure appropriate balances. Investigates erroneous/invalid entries and
takes appropriate corrective accounting action.
·
Prepare regular and ad hoc
status reports on administrative matters of the project/programme.
·
Reviews requisitions for goods
and services to ensure (a) correct objects of expenditure have been charged,
and (b) availability of funds.
·
Reviews, records and
prioritizes purchasing requests and obtains additional
information/documentation as required; proposes product substitutions
consistent with requirements to achieve cost savings; determines the
availability of funding sources.
·
Produces tender documents
(e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation)
based on the nature of the requirements and cost of procurement involved.
Financial Management:
·
Ensuring compliance of the UN
Rules and Regulations applicable for the execution of Programmes.
·
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.
·
Assist in the preparation of
financial reporting in line with the Business Intelligence (BI) module.
·
Assist in developing the
unit’s work program and budget; analyses inputs and formulates resource
allocations by work program, or business processes.
·
Monitors budget/work program
with respect to Headquarters’ budget, trust funds and grants, on a regular
basis, and reallocates resources as necessary.
·
Support the implementation of
procedures and systems for implementing the appropriate financial database.
·
Collect data from relevant
databases and prepares customized financial reports.
·
Assists managers in the
elaboration of resource requirements for budget submissions.
·
Assist the substantive staff
in the preparations of the new grants in UMOJA, and Agreements of Cooperation
with the Implementing Partners, purchases and sub-contract processes in-line
with UN-Habitat and the Secretariat standards and systems.
·
Sound management to the
organization assets.
Human Resources Management:
·
Managing, overseeing and
supporting all functions related to human resources services that includes
functions from assisting in development of job descriptions; job classifications
and vacancy announcements to interviewing, selection and administration of
personnel contracts. Assist staff both Nationals and Internationals in their
dues, leaves and other entitlements.
·
Undertakes actions related to
the administration of the unit’s human resource activities, e.g., recruitment,
placement, promotion, performance appraisal, job classification reviews,
separation of staff members, training and capacity building, ensuring
consistency in the application of UN rules and procedures.
·
Provides information to
Nationals; Internationals and consultants regarding conditions of service,
duties and responsibilities, and privileges and entitlements under the Staff
Rules and Regulations.
·
Coordinate staff/Consultant
salaries and entitlements with UNDP Syria; ensure timely payments for both
staff/consultant. Provide UNDP the
necessary documentation needed to issue contracts, and timely provision of job
accomplishment certificates to allow them to process docs in time.
·
Provides information on unit’s
staffing needs for inclusion in department’s staffing table.
·
Prepare evaluation reports for
all support staff; review policies and procedures of staff benefits and
remunerations and recommend changes as required.
Administrative Management:
·
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.
·
Facilitating the use of
delegated authority in the programme/project when applicable.
·
Provides guidance, training
and daily supervision to other general service staff in the area of
responsibility.
·
Keep up-to-date on
documents/reports/guidelines that have a bearing on matters related to the
Programmes and Projects. Keep up-to-date on UMOJA implementation; liaise with
Office of Management and UNON to allow smooth operations in ROAS
·
Maintaining Liaison with
UN-Habitat HQs; the Programme Division, UNON, UNDP, UNOPS and other service
providers on administrative matters.
·
Maintaining the office
property management of administrative supplies, office equipment, vehicles and
ensure other properties are effectively performed.