Dutystation: Damascus, Syrian Arab Republic
Functional responsibilities
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.
Education/Experience/Language requirements
. Education:
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.
TOGETHER, WE BUILD THE FUTURE
UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.
Our mission is to help people build better lives and countries achieve peace and sustainable development.
We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
