Organization: UNDP – United Nations Development Programme
Location: Gaziantep
Grade: Administrative support – GS-7, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Operations and Administrations
Humanitarian Aid and Coordination
Closing Date: 2024-11-19
This position is open to Turkish Nationals Only
BACKGROUND
OCHA Syria based in Gaziantep Türkiye as of October 2024 has sixty-seven staff (twenty-four international and forty-three national staff). Under the overall guidance and supervision of the Head of Administrative & Finance Unit, the Administrative Associate provides the overall administration and execution of varied and inter-related operational activities ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach.
The Administrative Associate plays a role in supporting the operational functions of the OCHA Türkiye office, focusing on human resources management, travel coordination, accounting, and administrative support. He/she works in close collaboration with the Operations, Programme, and Projects staff in the Country Office 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 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.
Key Duties and Accountabilities
Human Resources Management Activities of the OCHA Türkiye office through related actions:
Serve as the focal point for recruitment processes, including drafting job descriptions, managing candidate selection, proceeding with longlisting, preparation of scorecards, shortlisting with the hiring manager, coordinating of interviews, and notifying the candidates, accordingly.
Prepare documentation for Compliance Review Panels (CRP), conducting necessary reference and academic checks.
Liaise with the UNDP Country Office on contract extensions, staff movements, and separations/exit procedures.
Oversee monthly overtime calculations for national staff, ensuring accurate and timely payroll processing.
Advise staff on leave entitlements and function as senior time administrator in Umoja, maintaining accurate leave records.
Monitor payroll validation reports, addressing issues in collaboration with HR officers.
Coordinate role mapping and Global Index number requests in Umoja, including HR Mini Master processing.
Manage contracts for national staff, including within-grade increments, Personnel Action Forms (PAFs), and processing resignations.
Ensure the accuracy and timely updating of staff documentation such as ID cards and certificates and maintain comprehensive records in the system.
Represent OCHA Türkiye in the UN HR Working Group and Local Salary Survey Committees (LSSC).
Travel Arrangements and Administrative Responsibilities of OCHA Türkiye through:
Serve as the primary Travel Administrator for national staff without access to Umoja and assist international staff in managing the entire process of Travel Requests and Expense Reports.
Provide comprehensive orientation sessions for inexperienced staff, covering travel protocols and procedures specific to OCHA Syria operations in Türkiye.
Provide logistical and administrative support for high-level official missions, ensuring seamless coordination of travel and related arrangements.
Verify travel claims submitted for settlement and track outstanding payments.
Provide event support for workshops/training.
Provides accounting and administrative support to the Administration Unit focusing on achievement of the following results:
Ensure compliance with UN financial regulations, policies, and internal control procedures.
Assist in monitoring office expenditures, preparing financial reports, and analyzing spending trends to recommend cost-saving measures.
Manage petty cash in accordance with established procedures, maintain accurate and complete petty cash records and receipts, and ensure that replenishments are done in a timely manner.
Manage payments for office rentals, utilities, communications, security services, fuel, and other operational expenses.
Perform Finance User functions in Umoja, including invoice processing and payments.
Liaise with the UNDP Country Office to ensure efficient delivery of administrative support services, including financial in line with organizational standards.
Facilitate the sharing of best practices in financial management and administrative operations across OCHA, promoting continuous improvement and efficiency.
Support knowledge building and knowledge sharing focusing on the achievement of the following results:
Provide guidance on HR/Finance rules, travel arrangements, and mandatory training to staff.
Actively participate in knowledge networks and communities of practice to promote continuous improvement.
Ensure adherence to all UNOCHA and UNDP financial regulations, operations manuals, and internal policies.
Engage in the HR Working Group, contributing to collaborative initiatives and best practices.
Execute other administrative tasks as assigned to support the office’s operational needs.
Impact of Results:
The key results have an impact on the overall resource structure, efficiency, and effectiveness of the office and projects’ operations.
COMPETENCIES
PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes, and procedures. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of all genders in all areas of work.
PLANNING and 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.
QUALIFICATIONS
Education:
Secondary education OR a university degree in Business or Public Administration or a related field is required.
Experience, Knowledge, and Skills:
A Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant experience at the national and/or international level progressively professional responsible experience in administration is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
Good knowledge of Administration/Operations, Procurement & HR is desirable.
Experience in finance and accounting is desirable.
Experience in Enterprise Resource Planning (ERP) systems such as Umoja, Quantum, or similar, is desirable.
Knowledge of UN regulations, rules, and procedures related to human resources, administrative support, and/or financial management is desirable.
Experience with the United Nations or another humanitarian agency is desirable.
Familiarity with and good knowledge of the emergency operation is desirable.
Language Requirements:
Fluency in oral and written English and Turkish is required.
Knowledge of another UN language, preferably Arabic is desirable.
Applicant information about UNOCHA rosters
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 descriptions, 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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