Administrative Assistant

Job Posting Organization:
The position is located within the United Nations Office of the Special Envoy for Syria (OSE-Syria), which is dedicated to facilitating a peaceful resolution to the conflict in Syria. The organization aims to support the Syrian people and promote stability in the region. Established to address the complex humanitarian and political challenges in Syria, OSE-Syria operates with a mission to engage various stakeholders in dialogue and to provide assistance in the implementation of peace initiatives. The office is staffed by a diverse team of professionals committed to the principles of the United Nations, working collaboratively to achieve its objectives in a challenging environment.

Job Overview:
The Administrative Assistant plays a crucial role in the Administrative and Logistics Unit of the United Nations Office of the Special Envoy for Syria. This position is responsible for a wide range of administrative functions that support the overall operations of the office. The Administrative Assistant will report directly to the Administrative Officer and will be expected to manage various tasks related to human resources management, budget and finance, general administration, and contract administration. The role requires a proactive approach to ensure that all administrative processes are executed efficiently and in compliance with UN regulations. The successful candidate will be expected to maintain accurate records, assist in budget monitoring, and provide support for the administrative needs of the office, contributing to the smooth functioning of the unit and the achievement of its goals.

Duties and Responsibilities:
The Administrative Assistant will be responsible for the following duties:

• Human Resources Management: Enter and maintain administrative data and records for time and attendance, performance appraisals, and other HR-related activities. Process entitlements-related claims and reports, and follow up on actions related to recruitment, placement, and training.
• Budget and Finance: Monitor expenditures and allotments through the Umoja system, assist in budget reviews, and ensure requisitions for goods and services are accurate and funded.
• General Administration: Provide administrative support to the Administrative Officer, prepare travel arrangements, draft correspondence, maintain files, and perform other related duties as required.
• Contract Administration: Assist with the administration of contracts, process payments, draft standard operating procedures, and conduct physical verification of inventory.
• Additional Duties: Support data collection and analysis, assist in preparing presentations and reports, and perform other duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Good computer skills with extensive experience in word processing, spreadsheets, and other software applications are required. Strong writing skills are essential, as the role involves drafting correspondence and reports. Candidates should demonstrate professionalism, teamwork, and effective planning and organizing skills. The ability to apply UN administrative, financial, and human resources rules is crucial for success in this position.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates with a first-level university degree or higher will have their minimum experience requirement reduced to one year, highlighting the importance of educational qualifications in the selection process.

Experience:
A minimum of three years of experience in general office support, program/project budget administration, or a related area is required. Candidates with a first-level university degree or higher may qualify with only one year of relevant experience. Experience with the United Nations or other international organizations is desirable, as is familiarity with Enterprise Resource Planning (ERP) systems such as Umoja, which is specifically mentioned as beneficial for this role.

Languages:
For this position, proficiency in English and Arabic is required, as these are the working languages of the United Nations Secretariat. Knowledge of French is also beneficial, as it is one of the official languages of the UN. Candidates should refer to the UN Language Framework for specific language skill requirements.

Additional Notes:
This position is a full-time role within the United Nations Office of the Special Envoy for Syria, located in Damascus. The contract duration and specific seniority level are not mentioned in the job description, but candidates should be prepared for a dynamic work environment that may involve various administrative challenges. Compensation and benefits details are typically aligned with UN standards, and the organization may consider international candidates depending on the specific requirements of the role.