Organization: UNDP – United Nations Development Programme
Location: Istanbul
Grade: Level not specified – Level not specified
Occupational Groups:
Operations and Administrations
Closing Date: 2024-08-27
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.
The UNV Regional Offices (RO) provide oversight and strategic guidance to the UNV Field Units in their respective geographical assignments and are mainly accountable for the placement of UN Volunteers mobilized for UN Agencies, Funds, and Programmes focused on peace, development, and humanitarian needs. Furthermore, the Regional Offices represent, and strategically position, UNV and bring UNV’s services and solutions closer to its partners from governments, UN entities, civil society, and private sector. The Regional Offices also support the delivery of UNV’s advisory service offer on promotion of volunteerism as per the UNV Strategic Framework.
Reporting to the Manager, Regional Office, the Administrative Associate provides administrative and logistical services to the Regional Office, including assistance to its Field Units (FU), as required. She/he maintains close working relations with clients in the region, the UNDP regional offices as well as with UNDP country offices and UN Agencies’ staff, and UNV’s relevant headquarters units for provision of administrative and logistical services, financial administration, and coordination purposes. She/he takes on additional operational tasks as assigned by the Regional Manager to support the implementation of UNV´s activities in the region under the overall guidance of the organization’s Strategic Framework.
Duties and Responsibilities
1. Provision of financial, administrative, and logistical services
Provide administrative, financial, and operational services to the Regional Office in line with the organization’s systems and relevant rules and procedures;
Establish accruals and maintain an internal expenditures control system to ensure that RO payments processed are matched and completed, transactions are correctly recorded and posted in the ERP system, and travel claims are duly processed;
Ensure that the expenses are in line with the authorized chart of accounts (Quantum GL/PPM segments). Monitor unusual invoice/PO/travel related transactions and escalate to UNV HQ (FRMS/PTAU) for corrective actions;
Keep a suitable filing system for finance records, and documents;
Prepare routine correspondence and reports, in accordance with standard internal procedures;
Support the Regional Manager in the preparation, oversight, and maintenance of the RO’s budget, including allocations to Field Units (FU) such as VPI, FUMT, Equipment RO learning budget and other dedicated funds allocated to the RO;
Maintain administrative control records such as commitments and expenditures. Ensure accounts payable are kept up to date. Prepare system-driven reports as required;
Support with protocol matters, registration of staff, coordination with local authorities, space management for special events and other administrative and logistical matters;
Organize and prepare agendas and minutes of RO meetings and track follow-up, as requested by the Regional Manager;
Maintain and classify general office files and keep information and reference material in a manner that allows easy reference and retrieval. Collect and distribute incoming and outgoing mail, as applicable, and maintain accurate tracking;
Act as absence management focal point and leave monitor for the RO personnel;
Temporarily support FUs on administrative and logistical matters during times of absence or sickness of respective colleagues at FU level, as agreed with the Regional Manager.
Support the RO with recruitment and other administrative needs of volunteers for countries without FUs, as requested;
2. Organize procurement, assets management and event activities
Contribute to the development of procurement plan of the RO and the monitoring of its implementation;
Initiate and assist in procurement processes by preparing requisitions and other documents checking their completeness and authorization/ review documentary support to ensure that specifications, budget provisions and all other requirements are in order; follow up on the creation and approval of purchase orders; follow up and place receipts in the ERP system after goods/services have been received or rendered and upon delegation by Project Manager;
Support UNV HQ and UNDP Regional Bureau and Country Offices’ asset focal points on asset management, collecting, maintaining, and consolidating records of UNV assets located in Regional Offices and Field Units to ensure data in the ERP system is correct;
Act as administrative and logistical focal point for the regional office of RO-led workshops, retreats and other events including financial budgeting, identification of service providers, procurement needs and initiates procurement action.
3. Support travel management processes
Process travel requests in the ERP system (UNall/Quantum), as per relevant procedures (from initial request to reporting). Ensure availability of budget according to Chart of Account as well as competitive price from travel provider as per applicable rules and procedures of the organization;
Provide information to staff on travel, including entitlements, travel route and hotel arrangement. Support arrangements for security clearance when required;
Process travel authorizations – including timely follow-up action on security clearances – and travel claims in a timely manner and as per travel entitlements for staff, consultants, meeting participants to RO events, etc., ensuring that travel arrangements follow UNDP rules and regulations and related travel policies;
Monitor and keep track record of the travel requests and expense reports from the RO and FU personnel and take corrective actions when needed;
Process requests for visas for all UNV travelers, as well as hotel reservations, and requests for Resident Permit and Diplomatic Identification Card for international staff. Process applications and renewals of UN Laissez-Passer for UNV staff.
4. Promote knowledge building and knowledge sharing in the relevant area
Prepare reports synthesizing lessons learnt and good practices as it relates to support to admin/finance coordination at RO level;
Provide sound contributions to knowledge networks and communities of practice;
Provide Coaching and training of other staff that are assisting office management activities.
Competencies
Core Competencies
Achieve Results:
Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:
Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously
Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility
Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination
Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner
Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion
Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical Competencies
Digital Awareness and Literacy
Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
Customer Satisfaction/Client Management
– Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
– Ability to anticipate client’s upcoming needs and concerns.
– Provide inputs to the development of customer service strategy.
– Look for ways to add value beyond clients’ immediate requests.
Knowledge Generation
Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Documents and records management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Travel policy and procedures
Knowledge of travel policy and procedures, ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters
Budget management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Procurement Management
The ability to acquire goods, services or works from an outside external source
Required Skills and Experience
Education:
Secondary education;
University degree or equivalent would be desirable, but it is not a requirement.
Certification in administration, accounting or finance or specialized administrative training is highly desirable.
Experience:
6 years of relevant experience in administration support services;
Alternatively, bachelor’s degree in combination with 3 years of relevant experience in administration support services may be accepted;
Previous administrative experience with UN is an asset;
Proficiency in the use of computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.);
Knowledge of web-based management systems is highly desirable.
Language Requirements:
Fluency in English and in the official UN language of the duty station;
Proficiency in another official UN language spoken in the respective region is an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Only short-listed applicants will be contacted;
The successful candidate will hold a UNDP letter of appointment;
This post is for local recruitment only. It is open to citizens of Türkiye or holders of residence and unlimited work permits for Türkiye.
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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