Background
The prolonged crisis in Syria has led to severe humanitarian and development challenges, requiring strong institutional support to foster stability and drive recovery, resilience, gender equality, and sustainable development.
In response to the evolving situation in Syria after 8 December 2024, the United Nations Development Programme (UNDP) has developed an Immediate and Mid-Term Scenario-Based Offer, outlining targeted activities to address the needs of the immediate and mid-term transition period (1 to 3 years) in the following three priority domains: (1) Governance and Basic services, (2) Socio-economic Recovery, and (3) Infrastructure Rehabilitation.ย
UNDP is committed to supporting Syriaโs peaceful political transition and development, in line with the UNCT-led Syria Transition Planning Process and the recently launched Early Recovery Strategy 2024-2028. UNDP will provide demand-driven support by responding to the evolving needs of the governments in creating inclusive, effective and accountable governance for sustainable recovery and development.ย
Given the context, UNDP is looking for Project/Administrative Assistantย in the Senior Management Unit who plays a vital role in smoothly facilitating the Senior Managementโs day-to-day work. S/he will work under the direct supervision of /Programme Analyst in close coordination with UNDP Resident Representative (RR) and Deputy Resident Representative (DRR), support the smooth implementation of the UNDPโs Engagement Facility Project, and provide both administrative and substantive support to the UNDP Senior Management Unit. The Assistant will support in drafting official correspondence, gathering and synthesizing information, and supporting high-level representation of UNDP Syria.ย
Duties and Responsibilities
Support to ensure effective project planning and implementationย
Assist in compiling and summarizing information and data for the formulation of project work plans. In consultation with project team, draft annual/quarterly budgets, proposals on implementation arrangements, and on other specific project related topics or issues.ย Support project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and responsible partners. Review project documents for completeness and compliance with relevant rules and procedures and identify inconsistencies for referral to supervisor. Compile, summarize and present basic information/data on a specific project and related topics or issues;ย Provide administrative and logistical support to ensure successful project delivery that includes organization/coordination of project events, procurement and finance-related activities, contract management, recruitment, and coordination of field visits and project-related missions. Create E-Requisitions in Quantum related to procurement operations (CANVASs- Contractsโฆ) and make the required follow-up with programme, project, procurement and finance units services in line with UN/UNDP rules, regulations, policies, and strategies; Monitor project timelines and deliverables, providing timely reminders to ensure adherence to deadlines and project milestones.Administrative/logistical support to the Senior management unit
Assist the Senior Management in day-to-day coordination of multi-sectoral activities, meetings and missions and ensure that briefs, background documents and related material are obtained from the relevant staff; Assist in drafting official letters to the government entities and strengthening the flow of communication to and from UNDP to the government entities by ensuring that correspondence receives prompt attention; Maintain the Senior Management Team calendars, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes; Perform oral and written translations from English into Arabic and vice versa as required; Support travel arrangements for the Senior Management Unit and mission members from HQ and Regional Office, including submitting travel plan, travel request and travel claims on UNall, hotel reservations, following up with requests for visas, identity cards and other documents, logistic notes, atenda, etc., as required;Support knowledge management
Provide support in preparing the internal document, maintaining necessary data up to date in well-organized and user-friendly manner, and safekeeping of documents and other materials as required; Proactively engage with the other units across the CO and enhance knowledge management and information sharing system within the CO; Research and retrieve statistical data from internal and external sources; Provide support for the organization of meetings, workshops, ensuring sufficient supplies have been acquired and venue arrangements are timely and complete liaising closely with administrative staff;The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.ย
Competencies
Core Competenciesย
Achieve Results:ย LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline. Think Innovatively:ย LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. Learn Continuously:ย LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. Adapt with Agility:ย LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. Act With Determination:ย LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident. Engage and Partner:ย LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships. Enable Diversity and Inclusion:ย LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.Cross-Functional & Technical Competencies
Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making. Digital Awareness and Literacy:ย Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed. Customer Satisfaction / Client Management:ย Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clientsโ immediate requests. Ability to anticipate clientโs upcoming needs and concerns. Communication:ย Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels. Monitoring & Evaluation: Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns. Budget Management:ย Ability to support budgetary aspects of work planning process, drawing and management of team budgets. Procurement Management:ย The ability to acquire goods, services or works from an outside external sourceRequired Skills and Experience
Education:ย ย
Secondary education is required, or University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. A masterโs degree in business administration, communication, public administration will be an assetยExperience:ย
Minimum 5 years (with Secondary Education) or 2 years (with Bachelorโs degree or Masterโs degree) of relevant work experience in the field of administration, operations or any relevant field at the national level and international level in large organizations Good knowledge of basic IT software (MS Word, Excel, Powerpoint, Teams etc.) and web-based management systems is required. Knowledge and practical experience of project management is required. Experience in supporting high-level/senior management in the field of administration and logistics is an asset. Demonstrated and proven experience within the UN or multilateral organization and/or bilateral organizations, preferably in the field of development is desirable. Demonstrated knowledge of UN/UNDP operations and procurement process is desirable. Experience in liaising with government counterparts is an asset.Language Requirements:
Fluency in Arabic and English, both writing and speaking, is requiredยFemale Candidates are highly encouraged to apply.ย
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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