- Country: Istanbul, Turkey
- No of vacancies: N/A
- Salary: N/A
- Organization: UNDP
- Gender: Both
- Deadline: 2024-01-24
Under the guidance of and reporting directly to the Project Analyst (NPSA9), Istanbul International Center for Private Sector in Development, the Administrative and Procurement Assistant will be responsible for, but not limited to, the following key functions:
Efficient and effective administrative and logistical support:
- Assisting in the coordination and creation of travel requests in the system.
- Assisting with the travel agencies on the ticket reservations, issuance, amendment, and cancellation as may be required.
- Keeping abreast of updates/changes in the Travel and Expense Module and making new/updated information available to staff.
- Assisting in the organization of national and international conferences, workshops, retreats, missions as well as high-level and working level meetings, including venue reservation, arrangement of catering, ICT and interpretation services, etc.
Daily office management and coordination:
- Assisting in arranging shipment of goods, publications and correspondence as may be required.
- Assisting in the drafting of routine correspondence, memoranda, reports, and meeting minutes in accordance with the diplomatic protocol and established procedures.
- Assisting in the preparation of informal translations and acting as interpreter when necessary.
- Maintaining contact list of strategic partners.
- Assisting in the facilitation of timely documents submission for visa and residence permit issuance by the Turkish MFA.
- Assisting in the onboarding of newcomers by sharing relevant information.
Ensuring effective implementation of operational strategies with primary focus on procurement processes:
- Ensuring full compliance of administrative, logistics activities and procurement activities with UN/UNDP rules, regulations, policies, and strategies.
- Assisting in the recruitment of personnel (ICs, NPSAs, UNVs, interns, etc.) as may be required.
- Supporting the preparation of procurement plans and their implementation.
- Supporting the organization of procurement processes including drafting of TORs/RFQ/RFPs and facilitating internal approvals, collecting quotations for micro-purchases of simple goods, works and services and their timely submission for contract / PO issuance.
- Collecting and verifying necessary information for the creation of Vendor profiles.
- Creating Travel Profiles.
- Supporting the preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and (Regional) Advisory Committee on Procurement (R/ACP).
- Supporting the implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched.
- Maintaining data on all contracts and taking timely actions for the renewals.
- Researching information for formulation and implementation of contract strategy and strategic procurement in the Unit including tendering processes and evaluation.
- Ensuring timely response to the identified bottlenecks and operational issues.
- Assisting in the collection of relevant data inputs in response to HQ requests.
| 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 | Operations Management | Ability to effectively plan, organize and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. |
| Business Management | Project Management | Ability to plan, organize, prioritize, and control resources, procedures and protocols to achieve specific goals.
|
| Procurement | Procurement Management | The ability to acquire goods, services or works from an outside external source. Procurement or project management experience is required at the national and/or international level. |
| Finance | Budget Management | Ability to support budgetary aspects of work planning process, drawing and management of team budgets. |
| HR | Recruitment Design and Management | Knowledge of, ability to design and manage end to end recruitment processes. |
| Business Development
|
Knowledge Generation | Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need. |
Secondary Education with at least five (5) years of relevant professional experience in administration, logistics, operations, procurement, or project management, OR
Bachelor’s degree with at least two (2) years of relevant professional experience in administration, logistics, operations, procurement, or project management is required.
Experience:
At least five (5) years of relevant professional experience in administration, logistics, operations, procurement or project management with secondary education, OR at least two (2) years of relevant professional experience in administration, logistics, operations, procurement or project management with Bachelor’s degree is required.
Required skills and competencies:
- Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required.
- Experience of administrative work and office management.
- Excellent organizational and problem-solving skills are required.
Desired additional skills and competencies:
- Demonstrated experience with organization of travel, events, conferences, and high-level meetings is highly desirable.
- Knowledge of travel/ administration/procurement/HR rules and regulations for international development organizations is highly desirable.
- Previous work experience with the UN/UNDP/International organizations on administrative, HR, procurement and operational matters is desirable.
- Experience with ERP systems, such as Quantum/PeopleSoft is desirable.
- Working knowledge of another UN language is an asset.
Required Language(s):
Fluency in English and Turkish (both oral and written) is required.
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