Organizational Context:

OCHA Syria based in Gaziantep Turkey as of December 2023 has 54 staff (24 international and 33 of national staff). Under the overall guidance and supervision of the Administrative & Finance, the Administrative Officer provides the overall administration and execution of varied and inter-related operational activities in large offices, ensuring high quality and accuracy of work. The Administrative Officer promotes a client, quality, and results-oriented approach.

The Administrative officer works in close collaboration with Administration Unit, Programme and Finance staff in the HFU and other Administrative Associate in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Please note that applicants applying for UNOCHA Local Fixed Term positions must be a Turkish Citizens. Only candidates holding Turkish Nationality and who meet the recruitment qualifications in terms of education, experience, and language skills as advertised through the Job Description, should apply online and submit one application.

Only short-listed candidates will be contacted. Qualified female candidates are encouraged to apply. Visit www.unocha.org for additional information on UNOCHA.

Position Purpose

The National Administrative Officer will provide substantial assistance with administration, budgetary and financial management matters ensuring accountability and adherence to the UN Financial Rules and Regulations and general administrative matters to support the implementation of overall activities under his/her area of responsibility.

Under the overall guidance and direct supervision of the Head of Administration Unit, the National Administrative Officer will be responsible for the following main duties:

Functions/Key Results Expected 

Summary of Key Functions:

• Support Budget & Finance for the HFU.
• Effective administrative and logistical control in the office.
• Serve as focal point for payment processes in UMOJA.
• Effective HR support.

Ensures support to Budget and Finance to Syria Cross-border Humanitarian Fund (SCHF) unit, focusing on achievement of the following results:

• Assists in preparation and revision of cost plans in line with work plans and Financial Rules and Regulations.
• Prepares quarterly requests for funds (Financial Authorizations) in line with approved cost plans and monitors obligations and expenditures against financial authorizations in line with approved cost plans.
• Manages petty cash in accordance with established procedures, maintains accurate and complete petty cash records and receipts and ensures that replenishments are done in a timely manner.
• In quarterly basis to generate SCHF expenditures versus approved cost plan for chief SCHF review.

Ensures effective and efficient HR support, focusing on achievement of the following results:

• In collaboration with the local UNDP Office, coordinates actions related to recruitment and administration of national staff.
• Provide guidance on requirements of performance appraisal system and maintain a system to track compliance.
• Ensure INSPIRA access for national staff, participate on the induction for national staff.

Follow up payment transactions for OCHA Syria in Türkiye through entering the MIR7 and MIR4 to complete the below payments:

• To comply the payment activities in accordance with the OCHA rules and regulations in UMOJA portal
• Follows up on pending entitlements, payments, and claims.
• Certify payment requests for IPs to UNDP when necessary.

Ensures effective travel administration and logistical support in the office, focusing on achievement of the following results:

• Raise travel requests for national staff or staff who have no access in UMOJA.
• Ensure logistic arrangement for field trips/spot checks. Verify travel claims submitted for settlement and track outstanding payments.
• Support in Events and conference management of the HFU including organizing support for trainings.
• Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services and the identification of office technology needs and maintenance of equipment,).

Provide administrative support to Humanitarian Financing Unit to ensure streamlined and professional office operations through the following: 

• Provide administrative support to Head of Unit and HFU Staff, including scheduling and taking minutes and managing information and messages for Unit staff members.
• Maintain/keep updated HFU’s Contact List (Donor’s, Partners, Advisory Board), including a regular update of mailing lists.
• Organization of regular and ad-hoc meetings, missions, workshops, training; preparation of agenda, presentations and minutes when requested.
• Update of the OCHA websites with relevant SCHF documents and information.

Competencies Critical Success Factors

Functional Competencies

• Professionalism – Knowledge of administrative, budgetary, financial, and human resources policies and procedures. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Communication – Excellent communication (spoken and written) skills, including the ability to convey complex concepts and recommendations to staff at senior levels, both orally and in writing, in a clear, concise style.

• Planning & Organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• Client orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Required Skills and Experience:

Education:

Master’s degree or equivalent in political science, social science, international studies, public administration, economics, earth sciences or other related fields with up to 2 years of relevant experience. Bachelor`s degree with 2 additional years of relevant experience can be accepted in lieu of Master’s degree.

Experience:   

• A minimum of two (2) years of relevant experience in Administration, Procurement or programme support service is required.
• Experience in working in the UN Common System rules and procedures or other comparable organization is desirable.
• Experience in the use of computers (Windows, MS Word, Excel/Spread sheets, the internet/Web) and office software packages and handling of web-based ERP system (e.g. Atlas, PeopleSoft, UMOJA and Inspira,) etc. is desirable.
• Familiarity with and good knowledge of the emergency operation is desirable.
• Experience in international humanitarian response is desirable.

Language Requirements: 

• Proficiency in English and Turkish is required.

 Other:

• Proven skills in conducting and participating in meetings and reporting thereof.

Note: Please upload copies of your academic qualifications and 3 latest Performance Evaluations (if applicable)

Disclaimer

Applicant information about UNOCHA rosters

Note: UNOCHA 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 UNOCHA at the same grade level and with similar job description, experience, and educational requirements.

Non-discrimination

• UNOCHA 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.
• UNOCHA 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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