Common Services Coordinator (Open to Tier 1 & 2 Applicants)
Overview
The Common Services Coordinator is responsible for the effective implementation of common services and cost recovery mechanisms within the Damascus Country Office, promoting a client-focused, quality, and results-oriented approach.
Key Responsibilities
- Ensures implementation of operational and financial management strategies, and adapts processes and procedures.
- Supports the accounting, administrative and logistical functions in the HUBs.
- Ensures efficient and effective Invoicing and the use of correct budget line.
- Liaise with UN Department of Safety and Security (UNDSS) on implementation of the minimum operating security standards (MOSS).
- Coordinate/support in the planning and implementation of the BOS in Syria.
- Ensures proper implementation of common services with other UN Agencies.
- Secretariat support to Operations Management Team (OMT) meetings and preparation of the minutes of meetings.
- Develop annual work plans with related budgets that respond to the needs of different UN Hubs.
- Monitor the implementation of approved quarterly work plans.
- Coordinate between the UN HUBs Coordinators and relevant units in the CO for the implementation of the approved work plans.
- Liaise closely with the respective operations team to ensure the day-to-day running of UN HUBs.
- Communicate with the government authorities on operational and administrative issues of the HUBs.
- Serve as focal point to facilitate communications with International Civil Service Commission, United Nations Global Centre for Human Resources Services and other UN bodies in HQs for the policies feedback on the shared services.
- Ensure that UNDP rules and regulations pertaining to efficiency, transparency, competitiveness and value-for-money are adhered by the UN Hub Coordinators when procuring goods and/or services.
- Assist in the preparation of relevant Memorandum of Understandings for common premises and common services.
- Liaise with all UN HUBs Coordinators to prepare quarterly work plans along with related budgets.
- Establishment of common services budgets in Quantum/UNALL and ensure Proper planning and monitoring of common services budget.
- Implementation of cost-recovery mechanisms for management of common services budgets and other services provided by UNDP CO to UN Agencies.
- Proper tracking of expenditure and verification of related financial transactions and payments.
- Preparation of regular reports along with analysis of financial situation.
- Monitors effective delivery of common services budget.
- Calculates cost recovery due in respect of services provided to UN Agencies.
- Enter and track related bills into Quantum/UNALL.
- Supervises the work of UN Hubs and staff of UN Agencies assigned to support the common services.
- Supervises the work of the Common Services Associate.
- Coordinates procurement plan for all activities in Hubs, support preparation of invitations to bid (ITB), and Request for Quotation (RFQ), compiles and tabulates bids for submission to Contracts, Assets and Procurement Committee.
- Organizes /conducts training for the UN Hub Coordinators on operational and financial matters.
- Synthesis of lessons learned and best practices in the Hubs.
- Sound contributions to knowledge networks and communities of practice.
- Conducts regular communications with HUB coordinators on issues endorsed by OMT.
Required Experience
A minimum of 2 years (with Master’s degree) or 4 years (with Bachelor’s degree) of progressively professional experience in the field of providing administrative, financial and operational services is required. Experience in the use of computers and office software packages (MS Word, Excel, etc.), and advanced knowledge of web-based management systems such as ERP is required. Previous experience with the UN/UNDP or other international organizations is an asset. Experience in financial recording/reporting as well as implementation of effective internal controls and functioning of financial resources management systems is desired. Proven and significant experience in operational management, with a strong focus on HR and administrative services is desired. Proven and substantial experience in coordinating and collaborating effectively with diverse teams, stakeholders, and external partners to achieve organizational objectives is desired. Proven knowledge of procurement and logistics processes, preferably within the United Nations system or a similar international organization, is desired.
Qualifications
Advanced university degree (Master’s degree or equivalent) in Finance, Economy, Business Administration, Public Administration, or related field is required. OR A first level university degree (Bachelor’s degree) in the areas stated above, in combination with 2 additional years of experience may be considered in lieu of advanced university degree.