ADMINISTRATIVE ASSISTANT

Organizational Context

This position is within the Administrative and Logistics Unit of the United Nations Office of the Special Envoy for Syria (OSE-Syria) in Damascus. The role reports to the Administrative Officer, contributing to the efficient functioning of the office's administrative and logistical operations.

Job Purpose

The Administrative Assistant provides essential support to the Administrative Officer within the OSE-Syria in Damascus. Key responsibilities include managing human resources administration, processing entitlements, and maintaining HR records. The role also involves supporting budget and finance functions by monitoring expenditures, reviewing requisitions, and preparing financial reports. Additionally, the position handles general administrative tasks such as travel arrangements, drafting correspondence, maintaining files, and coordinating logistical support for meetings and events. Contract administration, including processing payments and assisting with SOPs, is also a core function, alongside data analysis and reporting to aid decision-making and knowledge management.

Responsibilities

Manage human resources administration, including data entry, record maintenance, processing entitlements, and supporting recruitment and performance appraisal processes. Oversee budget and finance tasks, such as monitoring expenditures, reviewing requisitions for goods and services, and assisting in the preparation of financial reports. Provide comprehensive general administrative support, including managing official travel arrangements, drafting routine correspondence, maintaining official files and documentation, and coordinating administrative aspects for seminars and conferences. Administer contracts with external vendors, process contractor payments, and assist in developing and updating Standard Operating Procedures (SOPs). Support data collection, analysis, and reporting for information sharing and decision-making, and conduct physical verification of UN inventory.

Work Experience

A minimum of three years of experience in general office support, programme/project budget administration, or a related field is required. This minimum is reduced to one year for candidates with a first-level university degree. Experience with the UN or international organizations, and proficiency with systems like Umoja or SharePoint, are desirable.

Skills

Professionalism, Teamwork, Planning and Organizing, Budget/Work Programme Administration, Human Resources Management, Database Management, Financial Rules and Regulations, Administrative Support, Travel Management, Contract Administration, Data Analysis, Report Preparation, Proficiency in MS Office Suite (Word, Excel), Umoja/Inspira/SharePoint experience desirable.

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