Administrative Assistant Vacancy-Job Ref: ACSYUN/2508/202395

Administrative Assistant Vacancy-Job Ref: ACSYUN/2508/202395
Damascus (Syria)
JOB DESCRIPTION
Org. Setting and Reporting
This position is located in the Administrative and Logistics Unit in the United Nations Office of the Special Envoy for Syria (OSE-Syria) in Damascus. The position reports to the Administrative Officer.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
• Assists the Administrative Officer in providing guidance to staff on administrative rules and procedures.
• Provide administrative support to the Administrative Officer in the fulfillment of the Office’s functions.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Attends meetings, prepares minutes, and monitors follow-up activities.
• Drafts routine correspondence.
• Assist in preparation of various briefing materials, statements, reports, and correspondences, and provides editing assistance
• Assists in the drafting of standard operating procedures (SOPs) on matters related to administration and is responsible for keeping SOPs up to date.
• Assists the Administrative Officer in the office and facilities management, contracts management and property and inventory control.
• Consistently applies UN Rules, Regulations, policies and procedures.
• Organizes and coordinates trainings and meetings and drafts minutes.
• Monitors Administrative and Logistics Unit’s budget implementation/expenditure reports and records reallocation of funds as necessary.
• Assists in the preparation of Administrative and Logistics Unit’s budget performance submission, assists in finalization of budget performance reports with attention given to variances between approved budges and actual expenditures.
• Responsible for the management of office stationary and supplies.
• Assists in maintains a filing system (soft and hard copies).
• Liaises with UN headquarters and other offices on the processing of travel documents including UNLPs.
• Maintains time and attendance records and keeps a record of leave projections for the Administrative and Logistics Unit.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Provides support to staff with respect to administrative procedures, processes and practices and when required.
• Performs other related administrative duties, as required (e.g., travel, monitoring accounts and payment to vendors and individual contractors for services).
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
Competencies
• Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modeling and interpretation of data in support of decision making.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
High-school diploma or equivalent.
Work Experience
A minimum of five (5) years of progressively experience in administrative services, finance, accounting, audit, human resources, or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Arabic is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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