Admin Associate (Psp) – G6 – P.n. 10026135 - Beirut, Lebanon

There are currently over one million Syrian refugees registered with UNHCR in Lebanon, which makes Lebanon the highest refugee-hosting country per capita in the world. There are no approved camps in the country, and refugees are spread over 2,125 communities and locations across the country. The refugee response is led by the Government and local actors, supported by the international community.  As the designated lead agency in the refugee response, UNHCR has established a sector-based structure in Beirut and in the field. The structure brings together over 100 UN agencies, national and international NGO partners in identifying and agreeing on the strategic priorities to address the needs of Syrian refugees and other affected populations. The Lebanon national response falls under the Regional Refugee and Resilience Plan (3RP), whereby UNHCR guides the refugee response and UNDP facilitates the resilience and stabilization component.  The UNHCR operational response in Lebanon is the largest for the organization. Media attention and the frequency of influential high-profile visitors is high. The Office has grown substantially in the past years and now has around 640 staff. Aside from the Branch Office in the capital city of Beirut, UNHCR has two sub-offices in Zahle and Tripoli and two field offices in Mt Lebanon, Tyre, and one field unit in Qobayat under the Tripoli Sub-Office.  The Admin Associate (PSP) positions are located in regional PSP offices and will provide support for the given region.  The geographical coverage may vary but the job responsibilities remain essentially the same.    The incumbent is normally supervised by a (Senior) PSP Officer. S/he supports the supervisor in ensuring information in MSRP is correct and up to date, and ensures that there is adequate oversight and control of the PSP investment and income recording in the specified region. The incumbent works with fundraising staff and admin/finance staff in the Fundraising Operations and National Associations in the region, as well as with the Fundraising Support Unit in PSP Geneva. The incumbent also works with the (Regional) Admin Finance Officer to help address budgetary and reporting issues and to ensure accuracy and consistency of budgetary and financial information, that up-to-date and detailed budgetary and financial information pertaining to the geographical area of responsibility is available for regular scheduled reporting and on request as required. This includes budgetary and contractual status information on UNHCR staff and affiliate workforce staff (e.g. UNOPS, consultants), as well as ABOD and operational projects under all sources of funding. Accountability (key results that will be achieved)  Up to date and accurate finance, administrative and human resources data in MSRP and other systems provided by UNHCR. Timely and accurate monthly, quarterly, mid-year and annual income and expenditure reporting provided to PSP management in the region and the Fundraising Support Unit in Copenhagen. Responsibility (process and functions undertaken to achieve results) Assist the supervisor and PSP’s regional partners with the preparation of the annual budget, budget analysis and financial planning, according to the budget formats provided by the Fundraising Support Unit in Copenhagen. Assist the supervisor and PSP’s regional partners with the preparation of the annual, quarterly, mid-year and monthly income and expenditure reports, according to the formats provided by Fundraising Support Unit in Copenhagen. Assist the supervisor and PSP’s regional partners with ad-hoc global reviews, internal controls, audits and quality reviews.  Assist the supervisor and PSP’s regional partners to keep track of significant variances between the approved budget and actual results and implementation rates, through clear reporting, whilst ensuring timely budget expenditure revisions and income forecasts are made and submitted to the Fundraising Support Unit in Copenhagen. Ensure accurate and timely income recording in MSRP and monthly reconciliation of the income accounts managed by PSP. Ensure accurate and timely expenditure recording in MSRP (up to the PSP Site Code detail levels) and monthly reconciliation of expenditure linked to PSP-managed budgets in the region. Assist in the recruitment of staff and any affiliated workforce including advertising of vacancies, collecting candidate applications, and all administrative aspects of the recruitment, archiving and maintaining records and liaising with the relevant counterparts to ensure appointments are achieved as planned. Prepare and maintain regular reports on projects, procurement submissions and other inventory reports pertaining to the PSP region and the regional activities. Ensure best practices and procedures for financial and administrative management and office management are implemented and assist in organizing and providing training and advice when required. Assist in processing procurement submissions, processing Individual Consultancy contracts, Issuing requisitions and purchase orders and review spending authorities, linked to goods and services procured by PSP in the region when required. Support the PSP staff in the region with travel requests and travel plans and bookings, when required. Support PSP staff with the venue selection and administration of meetings, skill-shares and other events as planned in the region when required. Perform other related duties as required. Authority (decisions made in executing responsibilities and to achieve results) Access the relevant information and financial records, Focus/MSRP data Verify the accuracy of data and reports pertaining to PSP.