Administrative Associate Job at UNDP-United Nations Development Programme, Beirut , Lebanon

negotiable / YEAR Expires in 5 days

JOB DETAIL

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Office/Unit/Project Description

Lebanon continues to confront an unprecedented financial and economic crisis facilitated by a history of violence, volatility, and social inequality that has undermined the subsistence capacity of already vulnerable populations. The country continues hosting the largest numbers of refugees per capita in the world (almost 1 in 3), estimated at 1.5 million displaced Syrians along with 31,400 Palestine refugees from Syria, 35,000 Lebanese returnees, and a pre-existing population of more than 174,422 Palestine refugees, and risks for new displacement waves are rising with a deteriorating geopolitical environment. This multi-layered crisis has devastating impacts on the social, economic and environmental capital of the country and, increasingly, on its social cohesion and stability as well.

Communities hosting large numbers of displaced populations have to face, with inadequate institutional capacities, fast-dwindling resources, and insufficient collective approach, the lingering consequences of the Syrian displacement crisis, exacerbated since 2019 by a severe economic, fiscal and governance meltdown, while pressure from climate change keeps increasing. This state-of-affairs undermines their capacity to cope with the immediate impacts of the compounded crisis – including breakdowns in essential services, rising poverty and the stiffening of inter- and intra-community tensions – and curtails their ability to overcome systemic challenges through a development approach, including, but not limited to, the protracted presence of displaced populations with no durable solutions in sight.

The Lebanon Host Community Support Project – Phase 2 (LHSP 2.0) Project builds upon the long accumulated experience and lessons learnt of implementing the LHSP since 2014. LHSP 2.0 proposes to anchor more firmly stabilization activities into an integrated local development paradigm, to work more at an area-based level in clusters and unions and to strengthen its support to municipal capacity development, in order to increase impact and sustainability of stabilization support.

At the local level, the LHSP 2.0 aims to help increase coping and sustainable development capacities in host communities and create a more enabling environment for mitigating and preventing tensions by:

  1. reducing perceived competition between different population groups over public services, livelihood and economic opportunities by helping to maintain and increase service outputs and create economic opportunities, in a context of acute incapacitation of the public and private sectors to maintain their levels of operations and to mitigate negative crisis impacts over populations, Lebanese, displaced or refugees; and
  2. providing conflict-sensitive and inclusive dialogue and decision-making spaces where different components of local communities can explore and agree peacefully on their common interests and build their own pathway to a more sustainable future.

The Project has four outputs:

Output 1 Local governance for stabilization Mechanisms and capacities built in hosting areas for generating and implementing in a conflict-sensitive and gender-transformative manner local plans that can help prevent and respond to tensions and sustainably reduce multi-dimensional vulnerabilities.
Output 2 Essential services & infrastructure Physical infrastructure, including for energy supply, enhanced and more sustainable service delivery models promoted to secure affordable access to basic and social services, including energy supply, for vulnerable groups and hosting communities.
Output 3 Livelihoods & local economic recovery Decent livelihoods opportunities paying living income increased for vulnerable groups, including women, youth and people with disabilities, and opportunities for low-carbon and inclusive economic recovery generated, including through the social enterprise sector.
Output 4 Social peace & social capital Community-based peacebuilding initiatives, including in schools and media space, supported to help reduce tensions, prevent violence, including against women, and create an enabling environment for collective action for the public good.

Scope of Work 

Under the direct supervision of the Chief Technical Advisor, the incumbent will perform the following functions:

1.Provide support for effective administrative and financial control of the project. 

  • Administer, monitor and track the project management budget and payments.
  • Review & control submitted project management (administrative, logistical and financial matters) payments prior to having it signed by CTA to ensure that all expenditures related to each project are charged to appropriate budget lines ensuring that all UNDP financial rules and regulations are adhered to;
  • Administer and track national and area staff salaries and remunerations.
  • Prepare and perform budget allocation and revision for all donors’ contributions.
  • Follow-up with the project Procurement Unit to ensure that funds are fully reserved/allocated a in line with the Annual Work Plans.
  • Follow-up with the project M&E to ensure that all allocation is properly planned and ensure that financial figures’ inputs are properly reflected in the narrative donors’ report.
  • Support and assist the CTA in the preparation and finalization of financial proposals to donors.
  • Provide substantive inputs to assist the CTA.
  • Consolidate financial data for budget estimates and financial planning/forecast.
  • Assist the program in all aspects of accounts maintenance and budget control by providing timely and updated reports on financial status, procedures, exchange rates, costs and all other expenditures of relevance, as well as highlight potential funding issues and take preemptive actions to avoid escalation in the future.
  • Ensure relevant, timely and accurate monthly and quarterly submission of donor’s financial reports.
  • Ensure efficient provision of administrative and financial services in the areas of accounting control, recording, reporting, management and tracking of project assets.
  • Follow up on agreements with donors, anticipated funds, & timely donors reporting for timely funds transfer & activities implementation.
  • Alert CTA in advance on any anticipated budget shortfall and ensuring that the CTA is briefed about the financial status of the project regularly.
  • Follow up on all financial matters of the project with the CTA& UNDP- country office.
  • Maintain the financial records related to project management & files in a way that information is up to date and easily accessed.
  • Assist the CTA in developing and implementing an Action Plan for the improvement of financial management systems and procedures, including audits recommendations.

2.Support in the Human Resources and General office Administration:

  • Follow-up on contracts of staff (extensions, renewals) and maintain various personnel records and files. Make sure all files are in order and updated.
  • Ensure systematic briefing to project staff about administrative matters and provide administrative support as/when required.
  • Maintain accurate and up to date office assets records.
  • Assist with travel arrangements for international travel.
  • Support in organizing workshops, training events and so on.
  • Carry out other tasks as deemed necessary by CTA Management support.

3.Support knowledge building, knowledge sharing and capacity building relevant to the assigned project. 

 

  • Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.
  • Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project.
  • Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

The selected incumbent will be working under the overall guidance and the direct supervision of the UNDP CTA/Local Development Portfolio Coordinator.

 

Competencies

Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies 

Thematic Area Name Definition
Business Management Project Management Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Business Direction & Strategy System Thinking Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
Business Direction & Strategy Effective Decision Making Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Business Management Risk Management Ability to identify and organize action around mitigating and proactively managing risks
Business Management Operations Management Ability to effectively plan, organize, and oversee the Organizations business processes in order to convert its assets into the best results in the most efficient manner.  Knowledge of relevant concepts and mechanisms
Administration           &

Operations

Documents      and      records

management

Overall   document (hard   or      electronic) management.

registry   and      retention   policy   including   storing      and archiving

Procurement Contract management Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

 

Minimum Qualifications of the Successful NPSA

Min. Education requirements 
  • Secondary Education is required; or
  • University degree in Business Administration or any related fields will be given due consideration but not a requirement.
Min. years of relevant Work experience 
  • Minimum 7 years (with a secondary education) or 4 years (with a bachelor’s degree) of progressive relevant experience in finance and administration.
Required skills 
  • Demonstrated experience in attention to details, ability to work under pressure, meet deadlines and handle multiple tasks simultaneously and accurately.
  • Experience in producing quality outputs in a timely manner when assigned a given task.
  • Experience in applying policies, standards, procedures and guidelines.
  • Advanced computer skills, including word processing (Word), spreadsheet (Excel) and data management programmes, and ability to quickly learn new applications.
Desired skills in addition to the competencies covered in the Competencies section
  • Prior experience working in international and/or local NGOs/agencies is an asset.
  • Experience and knowledge of UNDP Operational functional services, regulations, rules, procedures and processes is desired.
  • Prior experience in development projects is an asset.
Required Language(s)  Fluency in written and spoken English and Arabic is required. Working knowledge of French is a plus.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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Beirut, Lebanon