Mission and objectivesUNFPA operates in Syria under the umbrella of the 8th Country Programme Document (2016-2017) extended to 2019 and the Humanitarian Response Plan. The overall aim of the country office is to contribute to three long-term strategic goals of zero preventable maternal deaths, zero unmet need for family planning, and zero GBV and harmful practices in Syria. To achieve these goals, UNFPA invests in the capacity of the health and social systems and NGOs to provide reproductive, maternal health and GBV services and expand the partnership with local communities and academia. In the absence of UN Women, UNFPA works to enhance womenโs empowerment and gender equality reduce childe marriage and advocate for youth education, inclusiveness and civic participation especially in the light of the SCR 2250 on Youth, peace, and security. UNFPA leads the GBV Sub-sector coordination in Syria as part of the Protection Sector and actively contributes to the work of Health Sector. The key types of UNFPA programmatic services include; static and mobile RH and GBV clinics, Women and Girls Safe Spaces, family protection units, as well as Community Centres with integrated services. Furthermore, UNFPA supplies various types of dignity kits for female and male beneficiaries, several types of reproductive health kits for clinics, and hygiene products for women and girls. UNFPA Country Office is increasing the efforts to contribute to the resilience pillar of HRP, focusing on rehabilitation of basic social infrastructure such as health clinics and community centres, restoration and expansion of quality services with a social inclusion and social cohesion objectives. UNFPA closely cooperates with all UN Agencies present in Syria.
ContextUNFPA expands the possibilities for women and young people to lead healthy and productive lives. It supports countries in using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV and AIDS, and every girl and woman is treated with dignity and respect. Advancing gender equality and promoting the empowerment of women is a key programme priority of UNFPA defined in UNFPA Strategic Plan (2022-2025). The crisis in the Syrian Arab Republic is extending into its fourteenth year โ with more people than ever sliding into deeper poverty and 16.7 million people in need of humanitarian assistance and protection. The Syria situation remains one of the largest displacement crises in the world, with a 2025 projection of 7.2 million internally displaced people (IDPs), and 6.2 million refugees. The Lebanon crisis and subsequent influx into Syria in late September 2024 and the Nov/Dec crisis spilled over Syria created a very dynamic situation resulting in more than million displacements. This crisis further exacerbated the needs of SRH and GBV services among other needs. Humanitarian operations have been severely impacted, with increasing deterioration of access to services in different of the country including in the northern governorates, generating pervasive insecurity and disruption of basic services, including electricity, water and public transportation. In the context of political change, field presence to respond the emerged humanitarian needs, particularly in northeast and south governorates of Syria, following the transition of Gaziantep hub, whole of Syria mechanism, is more prominent. More programmes and coordination efforts are required to address the evolved transition considering the nexus of humanitarian response, early recovery and reconstruction/development. Under the direct supervision of the Head of Deir-Ez-Zor (DEZ) Sub-Office and technical guidance from Programme and Operations team in Damascus, the Programme and Operations Associate will work closely with DEZ team. S/he will support programme and operations tasks including admin and logistics support to DEZ sub-office. The incumbent is expected to provide effective logistical support and work closely with procurement, programme and operations staff in order to ensure programme delivery. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the DEZ office and UNFPA-supported projects implementing partners. The incumbent will also assume the responsibility of liaising with the relevant stakeholders for obtaining facilitation letters for inland shipments and ensuring compliance with the 2018 policy on management of programme supplies. The assignment of Programme / Operations Associate is located in the UNFPA Der-ez-Zor sub-office.
Task DescriptionThe Programme /Operations Associate will be responsible for: A. Programme support tasks: โ Assists in identifying shortfalls and bottlenecks in the implementation of project activities that would require immediate action and propose recommendations and corrective measures. โ Attends internal and with partners meetings, takes notes and share them in a timely manner. โ Monitors the implementation of the IPs activities, provides advice for the improvements and prepare field monitoring reports with clear recommendations. โ Assists in managing operational requirements of work plan activities in terms of sub-contracts, letters of intent, trainings, workshops, equipment, supplies and other project related events to facilitate project delivery โ Ensures proper coordination with the P&D, RH, Gender, and GBV teams for proper integration (financial and technical) of youth activities across programme components. โ Contributes to increasing the visibility of the youth Programme through various approaches (i.e, website newsletter, material, media exposure, advocacy, participation in various events, etc.); B. Administration related tasks: โ Adapts processes and procedures, anticipates and manages operational requirements of Programme/ project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours, and other Programme and project-related events to facilitate Programme/ project delivery. โ Prepares and monitors the Field Office administrative budget and ensures financial transactions are in accordance with UNFPA financial rules and procedures. โ Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner. โ Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records. โ Verifies receipt of goods and services, ensuring specification, condition and quantities of goods are correct, and paperwork is complete and properly filed. โ Provides support and coaching to IPs for the preparation and timely submission of Fund Authorization and Certificate of Expenditures (FACE). โ Participates in monitoring and spot checks of the IPs expenditures to ensure the compliance with approved budgets and the reliability of the supporting documentation. โ In close coordination with the Programme Operations Support (POS) unit, contributes to the follow-up of the IPโs compliance with audits and evaluation recommendations. โ Ensures that corporate procurement management policies and strategies are adequately applied by IPs in project implementation. โ Maintains a central filing system, ensuring consistent use and appropriate archiving of official administrative documents. โ Participates in the identification and formulation of the project work plans with emergency technical team and various partners, revise work plans and prepare tables and statistical data. โ Contributes to the creation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the Country Office and drafting relevant materials for dissemination. โ Provides logistical support to projects by coordinating review meetings and other project related workshops and events. To provide logistical, administrative assistance with regards to the planning and implementation of programme office events, meeting and workshops and perform other tasks as required. โ Contributes to verification, certification, reconciliations and year-end processes as required. C. Logistics related tasks: โ Ensure proper management of transportation and processing of Distribution Plans for all UNFPA shipments for the Qamishli sub-office AOR. โ Follows up with the budget owner and respective programme unit to coordinate receipt in warehouse, distribution, or direct hand-over to Implementing Partners (IPs) for local shipments. โ Ensures coordination with WFP/LCL or warehouse manager and prepares Service Requests. โ Forms (SRFs)/Delivery Slips/Receiving and Inspection (RIR) for all UNFPA shipments. โ In coordination with the freight forwarders, prepare and submit the facilitation letters for incoming shipments as needed from port of entry to destination. โ Keeps the Shipment Tracker (ST) focal point informed of all movements in/out of the warehouse, ensuring the timely recording of all movement of stock. โ Provides the shipment tracker focal point with the required documentation to update the inventory in UNFPAโs ERP. โ Prepares, logs and archives all logistics related documents in accordance with the organizational requirements. โ Maintains a report on the status of goods received, distributed, in transit/incoming shipments and shares the status with programme & operations units across UNFPA. โ Liaises with CO team on inventory related matters such as: aging inventory, request for inventory write off (RIWA), Shipment Tracker status/reconciliation/adjustments/etc., update on locally procured goods and any other inventory related ad hoc requests. โ Ensures oversight of all warehouses managed either directly by UNFPA or on behalf of UNFPA. โ Conducts Quality Assurance activities, End-user Monitoring and Inventory control. โ Participates in spot checks and assessments of Implementing Partners (IPs) with a focus on logistics/warehouse/distribution compliance and subsequent capacity building. โ Contributes to the development of inventory tracking/reporting tools and SOPs developed by UNFPA. โ Participates in the CO Last Mile Assurance activities including meetings and following up agreed actions. โ Coordinates pre-shipment inspections for designated shipments. โ Coordinates quarterly and annual physical inventory counts of programme supplies stored in UN logistics sector managed warehouse. โ Supports in supply chain/procurement/logistics activities for the country office, and other sub offices as requested by the supervisor. D. Performs other tasks as assigned by the supervisor or the Head of Office.
Competencies and valuesโ Accountability โ Adaptability and flexibility โ Creativity โ Judgement and decision-making โ Planning and organising โ Professionalism โ Self-management
Living conditions and remarksAs this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. This position is based in Der Ezzur. National UN Volunteers are part of the malicious insurance plan. National UN Volunteers are expected to be culturally sensitive and adjust to the prevailing culture and traditions. National UN Expert Volunteers in Syria are entitled to: โข Monthly Volunteer Living Allowance (VLA) at the amount of USD 919.41; โข Monthly Expertise Differential at the amount of USD 367.76; โข Monthly Well-being differential USD 275.7 - this is related to the hardship classification of the duty station;; โข Annual and learning leaves; โข Free Medical and life insurance; โข Free access to different learning platforms. For more information on UN Volunteer benefits, entitlements, and support, please visit: https://www.unv.org/volunteer-your-country-conditions-service.