Support Services Officer

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Head of Cluster is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Head of Cluster who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

Background: UNMAS Syria Response

Operating under the mandate of Security Council resolution 2165 (renewed in 2017 with SCR 2393) allowing cross-border assistance in Syria, UNMAS deployed the Syria Response programme at the request of the Deputy Regional Humanitarian Coordinator in August 2015 and subsequently activated the Mine Action Sub Cluster under the Protection Cluster to address the impact of explosive hazards within Syria. UNMAS is the lead agency for the Mine Action Sub Cluster for the Syria Response, working in support of the mine action response within Syria.

UNMAS provides leadership for the humanitarian mine action sector, working to reach affected civilian populations through the expansion and provision of humanitarian mine action services inside Syria, strengthening participatory approaches to programming, and mainstreaming mine action into wider humanitarian activities.

In Syria, 8.2 million people live in communities reporting explosive hazard contamination; men, women, and children, are exposed to the threat of debilitating injuries and death on a daily basis. According to the 2018 HNO, 2.9 million people inside Syria live with a permanent disability and there are 30,000 new conflict-related trauma cases per month leading to thousands of permanent disabilities requiring long-term and multi-dimensional support. Protracted conflict has eroded and overburdened the health system in Syria, so that large gaps remain in the provision of post-operative rehabilitation care. The conflict in Syria has been characterized by the extensive use of explosive weapons. Between January 2015 and May 2018, an average of 165 explosive hazard incidents were reported per day across the country.

Under the direct supervision of the Head of Project Unit, the Support Services Officer ensures the execution of transparent, effective and efficient management of support services functions and operations, in pursuance of programme objectives. This includes Administration, Travel, HR, Procurement, Finance, Logistics and Fleet management. In doing so, the incumbent is further responsible for full compliance of operations with UNOPS rules, regulations and policies, established standard operating procedures (SOP) and guidelines in line with the UN/UNOPS rules and regulations and monitoring adherence. The main role is to lead the operations team, ensuring smooth functioning of the programmes/projects operations, consistent services delivery and constant evaluation and readjustment of the operations, taking into account changes in the operating environment as and when needed. The Support Services Officer leads and guides the operations team and fosters collaboration within the team, with programme staff and with other UN Agencies, to successfully deliver operations services, using a client-oriented approach.

The tasks/duties of the incumbent will include the following:

Administration and Human Resources

• Responsible for the day-to-day personnel administration to support the Programme. This includes recruiting personnel, personnel contracts, administering salaries and allowances, leaves, travel, welfare, document reproduction, and filling. Specific activities will include:

• Manage the documentation for all payments to personnel including ICA fees, DSA claims, etc.

• Monitor the monthly attendance of staff, prepare and update the leave/mission plans, etc.

• Process and follow up on TEC claims e.g. DSA, actual/lump sum travel costs, etc. for all personnel and Contractors.

• Follow-up on administrative issues e.g. arrangement of missions, travel authorizations, flight bookings, security clearances, etc.

• Assist in the implementation of administration system, personnel management system, and office management system for the Programme.

• Liaise with local authorities, regional office and HQ UNOPS, and other UN Agencies in the country on all administrative matters affecting the operation of the Programme.

• Organise, facilitate and/or deliver training and learning initiatives for personnel on HR-related topics.

• Provide sound contributions to knowledge networks and communities of practice by synthesising lessons learnt and dissemination of best practices in human resources.

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilise productively.

• Undertake research on a range of HR related issues and contribute data as well as draft notes/reports.

• Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.

• Provide contribution to the elaboration of internal Standard Operating procedure.

• Provide guidance on HR related systems and processes including but not limited to Recruitment, Contracts, Position Management, Performance Management, Benefits and Entitlements consistent with UNOPS rules and procedures.

• Provide advice and guidance to personnel on administrative and Travel   procedures, processes and practices.

• Monitoring and tracking of status of requests, initiating follow up action to ensure selection review submission is timely accurate and contains complete documentation.

• Act as liaison between unit and internal and external clients and provide proactive customer service to expedite completion of projects, and provide information.

• Ensure that new hires' first impressions are high and that they have all in-processing information completed.

• Advise hiring management on: recruitment processes, UNOPS performance management cycle, development initiatives, and learning plans.

• Advise hiring management and guide personnel on UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans.

• Provide advice to supervisors on good practices, policies and procedures in performance management, including managing of underperformance.

• Support the implementation of institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity.

• Act as HSSE focal point for the programme.

Finance

• Responsible for the day-to-day management of finances allocated to the mine action programme and for preparation of the annual budget submissions. Depending on the requirements of the programme, the finance section may be responsible for making routine payments, financial accounting, routine financial reporting, and budgeting. Specific duties likely to include:

• Act as the custodian of Operational Advances and Petty cash (if required) for disbursement of funds on behalf of the Programme Manager.

• Plan and manage the cash flow and expenditure of the advances.

• Assist in the development process of an effective financial management, monitoring, and control system in accordance with UNOPS/UN Financial Rules and Regulations.

• Oversee preparation of payment requests in accordance with relevant SOPs and Financial Rules and Regulations.

• Preparation of requests for Operational advances.

Procurement

• Responsible for procurement of goods, services and works as per the UNOPS standards, provide advice to other personnel to ensure efficient delivery of services to the client whilst maintaining high level of compliance with the UNOPS procedures. Specific tasks may include:

• Provide logistic support and liaison with logistics personnel in receiving goods.

• Maintain strict control of the requisition log and follow up on any outstanding issues.

• Assist in the preparation of all requisitions with operations personnel and contractors.

• Manage the procurement processes as required in projects, assist in preparing Terms of Reference/Statement of Works, drafting and managing the advertisement of Requests for Proposals and Invitation to Bids and Requests for Quotation where required; coordinate the evaluation process, and assist or manage submissions of awards to relevant Authorities.

• Prepare request for awards for approval of the appropriate Procurement Authority, including note to file for small procurements (Shopping Note to File).

• Assist in the preparation of Procurement plan and submission.

• Knowledge sharing with the team and day to day supervision of all personnel under her/his responsibility and the teams he/she provides support to.

• Support in monitoring and evaluation.

• Assist in the supervision and capacity building of the national personnel under her/his supervision and ensure that the personnel is knowledgeable and complies with the UNOPS rules and regulations.

• Assist in coordination of external visits and Programme briefings.

• When requested, assist the operations unit in drafting plans, reports, contracts, statements of work, and related documents as required, to support operations.

• Any other tasks as directed by the Supervisor/Secondary Supervisor.

• Perform other related duties as required.

Logistics and Fleet Management

• Oversee the movement of equipment into and within the country including all customs matters.

• Ensure all asset movements are recorded on the WASP asset management system.

• Assist with the management of programme assets including maintenance of WASP Inventory.

• Management System, regular stocktaking in accordance with SOP, regular serviceability inspections, recommendations for disposal and creating Right of Use Agreements.

• Oversight of the management of logistic support, including acquisition and maintenance of office equipment and supplies and facility management.

• Assist in vehicle management including weekly vehicle checks, ensuring Monthly Running Logs and weekly inspections are completed correctly and submitted on time, coordinating servicing and repair of vehicles, and monitoring driver performance.

• Maintain the established repair and maintenance system for all equipment including mine detectors, communications equipment, vehicles and generators. 

• Advanced University Degree (Master's Degree or equivalent) with a minimum of 5 years of relevant experience. 

• A first level University Degree (Bachelor's Degree or equivalent) with a minimum of 7 years of relevant experience.

b. Experience:

• Relevant experience is defined as experience in at least two of the following areas: procurement, finance, logistics, asset management, administration, human resources management, accounting. 

• Experience using an Enterprise resource planning (ERP) software system or similar is desired.

c. Language:

• Fluency in English and Arabic, (both oral and written) is required.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

Contract type: Local Individual Contrator Agreement
Contract level: LICA-10 (ICS-10)
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance