Admin, Finance, and Logistics Associate

Volunteering Admin Logistics & Procurement Finance & Economy

Overview

Support administration, finance, and logistics operations for UNFPA Qamishli sub-office.

You have:

• 7 years of experience in procurement, logistics and administrative experience, finance management at national and international level.
• Strong commitment to the mandate of the UN and UNFPA in Syria.
• Knowledge of automated procurement systems and experience in handling of web-based management systems.
• Experience in managing the entire supply chain management process, including Last Mile Assurance and office management.
• Excellent computer literacy (windows environment, MS office applications including Word, Excel and Power-point and Internet skills).
• Good communication and coordination skills.
• Ability to implement procedures for warehousing and stock management.
• Person committed to women’s rights is highly desired.
• Experience with UN is preferable.
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.
• Sound security awareness.

Contract

This is a UNV National Expert contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Expert contracts.

UNFPA expands the possibilities for women and young people to lead healthy and productive lives. It supports countries in using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV and AIDS, and every girl and woman is treated with dignity and respect. Advancing gender equality and promoting the empowerment of women is a key programme priority of UNFPA defined in UNFPA Strategic Plan (2022-2025). Under the direct supervision of the Head of Qamishli Sub-Office and technical guidance from Operations team in Damascus, the Admin, Finance, and Logistics Associate will work closely with Qamishli team. The incumbent will work in close collaboration with humanitarian and development agencies (UN, NGOs and INGOs), and other partner organizations to deliver comprehensive sexual and reproductive health services to women and girls in need through logistics management. S/he will provide admin, logistics and operations support to Qamishli sub-office. The incumbent is expected to provide effective logistical support and work closely with procurement, programme and operations staff in order to ensure programme delivery. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO and UNFPA-supported projects.

The incumbent will also assume the responsibility of liaising with the relevant stakeholders for obtaining facilitation letters for inland shipments and ensuring compliance with the 2018 policy on management of programme supplies.

The assignment of Admin, Finance, and Logistics Associate is located in the UNFPA Qamishli sub-office.

The Admin, Finance, and Logistics Associate will be responsible for:

A. Administration related tasks: ● Adapts processes and procedures, anticipates and manages operational requirements of Programme/ project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours, and other Programme and project-related events to facilitate Programme/ project delivery. ● Prepares and monitors the Field Office administrative budget and ensures financial transactions are in accordance with UNFPA financial rules and procedures. ● Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner. ● Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records. ● Verifies receipt of goods and services, ensuring specification, condition and quantities of goods are correct, and paperwork is complete and properly filed. ● Provides support and coaching to IPs for the preparation and timely submission of Fund Authorization and Certificate of Expenditures (FACE). ● Participates in monitoring and spot checks of the IPs expenditures to ensure the compliance with approved budgets and the reliability of the supporting documentation. ● In close coordination with the Programme Operations Support (POS) unit, contributes to the follow-up of the IP’s compliance with audits and evaluation recommendations. ● Ensures that corporate procurement management policies and strategies are adequately applied by IPs in project implementation. ● Maintains a central filing system, ensuring consistent use and appropriate archiving of official administrative documents. ● Participates in the identification and formulation of the project work plans with emergency technical team and various partners, revise work plans and prepare tables and statistical data. ● Contributes to the creation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the Country Office and drafting relevant materials for dissemination. ● Provides logistical support to projects by coordinating review meetings and other project related workshops and events. Provides logistical, administrative assistance with regards to the planning and implementation of programme office events, meeting and workshops and perform other tasks as required. ● Contributes to verification, certification, reconciliations and year-end processes as required.

B. Logistics related tasks: ● Ensures management of transportation and processing of Distribution Plans for all UNFPA shipments for the Qamishli sub-office AOR. ● Follows up with the budget owner and respective programme unit to coordinate receipt in warehouse, distribution, or direct hand-over to Implementing Partners (IPs) for local shipments. ● Ensures coordination with WFP/LCL or warehouse manager and prepares Service Requests. ● Forms (SRFs)/Delivery Slips/Receiving and Inspection (RIR) for all UNFPA shipments. ● In coordination with the freight forwarders, prepares and submits the facilitation letters for incoming shipments as needed from port of entry to destination. ● Keeps the Shipment Tracker (ST) focal point informed of all movements in/out of the warehouse, ensuring the timely recording of all movement of stock. ● Provides the shipment tracker focal point with the required documentation to update the inventory in UNFPA’s ERP. ● Prepares, logs and archives all logistics related documents in accordance with the organizational requirements. ● Maintains a report on the status of goods received, distributed, in transit/incoming shipments and shares the status with programme & operations units across UNFPA. ● Liaises with CO team on inventory related matters such as: aging inventory, request for inventory write off (RIWA), Shipment Tracker status/reconciliation/adjustments/etc., update on locally procured goods and any other inventory related ad hoc requests. ● Ensures oversight of all warehouses managed either directly by UNFPA or on behalf of UNFPA. ● Conducts Quality Assurance activities, End-user Monitoring and Inventory control. ● Participates in spot checks and assessments of Implementing Partners (IPs) with a focus on logistics/warehouse/distribution compliance and subsequent capacity building. ● Contributes to the development of inventory tracking/reporting tools and SOPs developed by UNFPA. ● Participates in the CO Last Mile Assurance activities including meetings and following up agreed actions. ● Coordinates pre-shipment inspections for designated shipments. ● Coordinates quarterly and annual physical inventory counts of programme supplies stored in UN logistics sector managed warehouse. ● Support in supply chain/procurement/logistics activities for the country office, and other sub offices as requested by the supervisor.

D. Performs other tasks as assigned by the supervisor or the Head of Office.

● Accountability ● Adaptability and flexibility ● Creativity ● Judgement and decision-making ● Planning and organising ● Professionalism ● Self-management

● 7 years of experience in procurement, logistics and administrative experience, finance management at national and international level. ● Strong commitment to the mandate of the UN and UNFPA in Syria. ● Knowledge of automated procurement systems and experience in handling of web-based management systems. ● Experience in managing the entire supply chain management process, including Last Mile Assurance and office management. ● Excellent computer literacy (windows environment, MS office applications including Word, Excel and Power-point and Internet skills). ● Good communication and coordination skills. ● Ability to implement procedures for warehousing and stock management. ● Person committed to women’s rights is highly desired. ● Experience with UN is preferable. ● Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. ● Sound security awareness.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. This position is based in Qamishli. National UN Volunteers are part of the malicious insurance plan. National UN Volunteers are expected to be culturally sensitive and adjust to the prevailing culture and traditions.

National UN Expert Volunteers in Syria are entitled to: • Monthly Volunteer Living Allowance (VLA) at the amount of USD 919.41; • Monthly Expertise Differential at the amount of USD 367.76; • Monthly Well-being differential USD 275.7 - this is related to the hardship classification of the duty station;; • Annual and learning leaves; • Free Medical and life insurance; • Free access to different learning platforms.

For more information on UN Volunteer benefits, entitlements, and support, please visit: https://www.unv.org/volunteer-your-country-conditions-service.

Apply now

Potential interview questions

Added 11 months ago - Updated 11 months ago - Source: unv.org