Hazem Mahmah

Ensures implementation of the operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN rules, regulations, policies and strategies; implementation of the effective internal control.
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Supply Chain in consultation with the direct supervisor and office management.

Organizes procurement processes for CO, focusing on achievement of the following results:

• Preparation of procurement plans for the office and projects and their implementation monitoring.
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOCHA rules and regulations.
• Preparation of Purchase orders and contracts in and outside UMOJA, preparation of Recurring Purchase orders for contracting of services, vendors’ creation of Buyers Profile in UMOJA.
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Presentation of reports on procurement in the CO.
• Preparation of cost-recovery reports in UMOJA for the procurement services provided to other UN Entities.
• Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

Ensures implementation of sourcing strategy focusing on achievement of the following result:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

Ensures proper control of CO Assets focusing on achievement of the following result:

• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.

Physical verification control can be implemented by other staff, e.g. Assets Management and Inventory Control staff

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.
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• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources;
• Identify and recommend sources of procurement; interview potential suppliers;
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved;
• Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc;
• Enters into negotiation of terms and conditions of orders under the guidance of Administrative Officers; obtains credit and other information on proposed suppliers;
• Finalizes purchase orders and contracts for approval by the Administrative Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official;
• Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received;
• Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations;
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market;
• Drafts a variety of correspondence;

• City: Damascus
• Country: Syria
• Name of unit or department: Administration
• Business or sector: Administrative and support service activities
• Full compliance of procurement activities with UN rules, regulations, policies and strategies; implementation of the effective internal control
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Supply Chain in consultation with the direct supervisor and office management
• Organization of procurement processes including preparation and conduct of RFQs
• ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOCHA rules and regulations
• Preparation of Purchase orders and contracts in and outside UMOJA, preparation of
• Recurring Purchase orders for contracting of services, vendors' creation of Buyers
• Profile in UMOJA
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP)
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched
• Timely corrective actions on POs with budget check errors and other problems
• Presentation of reports on procurement in the CO
• Implementation of joint procurement processes for the UN Agencies in line with the
• UN reform
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation
• Organization of trainings for the operations/ projects staff on Procurement
• Sound contributions to knowledge networks and communities of practice
• Reviews and prioritizes purchasing requests and obtains additional information/ documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources;
• Identify and recommend sources of procurement; interview potential suppliers;
• Produces tender documents (e.g
• Invitations to Bids, Requests for Proposals and
• Requests for Quotation) based on the nature of the requirements and cost of procurement involved;
• Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc;6
• Finalizes purchase orders and contracts for approval by the Administrative Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official;
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products on the market;
• Supervises, assigns and reviews the work of more junior staff; [, City: Damascus
• Country: Syria
• Monitor commitments and expenditures to ensure timely, accurate and appropriate management information is provided on programme budget allocations, commitments, expenditures, and projections and to ensure errors and discrepancies are detected and corrected
• Produce required reports - including routine reports, specific donor reports reflecting utilization
• Make recommendations to ensure reconciliation and re- phasing of funds
• Ensure key issues are raised with management
• Checks the monthly expenditure reports on regular and emergency programme disbursements of grants using current financial management tools, to ensure that charges are properly allocated and allotments are not exceeded
• Asks programme officials across Sections including Operations and Supply to clarify over- expenditures
• Provides regular information to Sections and Senior Management on allotment accounts and availability of funds; Generate weekly dashboard for monitoring of funds and grants and follow up with sections on expiring grants, balances and commitments
• Build Capacity of staff office wide and in field offices on programme budget management in VISION
• Management of financial resources
• Respond to queries related to the provision of administrative services in order to support the resolution of daily issues
• Contribute to planning, monitoring and processing administrative actions related to procurement, finance, including contracts with external vendors to ensure all data is accurately and timely recorded
• Source and acquire Quotations , Proposals , from service providers
• Compile the preliminary evaluations from acquired quotations/submissions from service providers for decision making , and prepare the comparison sheet
• Assist in petty cash replenishment, and ensure timely replenishment of petty cash float
• Working on preparing Umoja Data Maintenance Request (BusinessPartner -
• Commercial Companies)
• Make hotel reservations for meetings, workshops and International Staff accommodation
• Payment is covered by funds available in the project budget, prepare expenditure report on daily basics
• Control the inventory of Stationary, furniture and office supply
• Regular maintenance of the premises
• Reconciliation with the Petrol station in Lebanon, and prepare the payment on time
• Prepare F10 Claim for the Electricity &Landline bills
• Submitting AVs Document renewal requests on time, prepare the driving authorization letters as well as missions orders
• Support Staff in recommended vaccinations related to certain missions
• Generating and analysing financial reports on a monthly basis
• Monitor account balances and process financial transactions in an accurate and timely manner.6
• Co-ordinate with other teams in order to ensure that all financial and administrative services are being performed efficiently
• Monitor expenditure and budget forecasts, to ensure that relevant future funding requirements are met

• Prepares requisitions & purchase orders for supplies & equipment required for company branches & stores
• Assist in the preparation of the annual administrative budget related to the departments' administrative expenses, including rents, legal & insurance
• Prepare leases, tenancy agreements and licenses
• Review all insurance policies and ensure policies are kept updated and renewed in a timely manner
• Prepare and issue request for quotation for the selected suppliers
• Forward legal documents to the appointed legal advisors for review and ensure proper follow up until completion of task.
• Handle the Maintenance Agreements including agreements terms and renewals (Elevators, escalators, generators, A/C, Vehicle maintenance, Alarm System
• Intrusion System, etc…)
• Follow-up on maintenance visits to ensure adherence to contract terms and agreement before proceeding with the payments
• Prepare customized proposals, packages, reports and presentations
• Maintain and Follow-up a specific calendar and ensure meeting deadlines
• Process replies on own initiative or from manager's dictation or notes
• Check deadlines on incoming requests and put preliminary work in play.
• Provide general administrative and clerical support including mailing, scanning, faxing and copying to management.
• Assist the board of directors and executive committee in multiple tasks as needed
• Follow up, execute and coordinate all transactions and communications related to the executive committee personal projects Follow up employees advances on monthly basis
• Prepare travel missions for all staff who are assigned to have any travel plan internally or abroad
• Performs routine and specialized maintenance/repair support, of all companies distributions vehicles
• Supporting end-to-end recruitment campaigns for an interesting variety of roles - many of them unique - and supporting new starters
• Provide administrative support to all aspects of HR including assisting in the coordination of benefit-related issues, payroll data, transferred and promoted employees, following up on company policies and procedures, and maintaining confidential employee information, records and files
• Assist employees with their HR-related concerns or inquiries, which may include understanding benefits plans, coordinating benefits enrollment, payroll questions, etc
• Work closely with both the payroll and compensation and benefits departments with regards to site changes and the delivery of communications within this area
• Assist in the scheduling of and take notes during Investigation, Disciplinary and
• Grievance meetings.

• Preparing monthly management accounts for review by the CFO
• Responsible for the month-end process including preparation, posting and review of journals, completing all balance sheet reconciliations
• Exercise limited judgment to determine accruals and other needed journal entries6
• Responsible for accurate reporting of accounts payable, accounts receivable, pre- payments, accruals, fixed assets and other debtors and creditors
• Completing monthly management reports including detailed budget versus actual variance analysis, P&L and cash flow forecasting
• Managing working capital requirements including credit control, vendor payments and queries
• Preparing monthly bank reconciliation and prepare & follow up of action forms for all outstanding un-reconciled items
• Supporting the CFO with the audit process consolidating all supporting schedules and responding to audit queries
• Assisting the CFO with long range planning, annual budgeting and periodic preparation of forecasts
• Manage day to day relationship with the main bankers and prepare and analyse bank fees, and Telecheck activity for range of stores
• Backup the Credit Analyst with their day to day operations including the polling of sales and the reconciliation of all credit and ECA (Electronic Checking)
• Follow up main suppliers accounts in Italy & Turkey and maintain a monthly reconciliation of their balances
• Prepare the monthly payment of the social security establishment and follow up a proper reconciliation between withheld subscription & payment.