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 United Nations Office of the Special Envoy for Syria (OSE-Syria) in Damascus. This role is crucial for the smooth operation of the Administrative and Logistics Unit. Key responsibilities include managing human resources data, processing entitlements, and ensuring compliance with regulations. The position also involves supporting budget and finance functions, including expenditure monitoring and requisition review. Additionally, the Administrative Assistant handles general administrative tasks such as travel arrangements, correspondence, and maintaining records, as well as assisting with contract administration and vendor payments, contributing to the overall efficiency and effectiveness of the office.

Responsibilities

Manage human resources administration, including data entry, record maintenance, and processing entitlements and claims. Follow up on HR activities such as recruitment, performance appraisals, and training, ensuring regulatory compliance. Support budget and finance operations by monitoring expenditures, updating budget tables, and reviewing requisitions for goods and services. Provide comprehensive administrative support to the Administrative Officer, including managing official travel arrangements, drafting routine correspondence, and maintaining official files and documentation. Assist in the day-to-day administration of contracts with external vendors, process payments, and help develop Standard Operating Procedures (SOPs). Contribute to data analysis and reporting, and perform 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 or higher. Experience with the UN or international organizations and ERP systems like Umoja is desirable.

Skills

Professionalism, Teamwork, Planning and Organizing, Human Resources Management, Budget and Finance Administration, General Administration, Contract Administration, Data Management, Proficiency in office software, Strong communication skills.

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