Organization: UNDP – United Nations Development Programme
Location: Gaziantep
Grade: Level not specified – Level not specified
Occupational Groups:
Operations and Administrations
Administrative support
Banking and Finance
Closing Date: 2024-07-17
Background
OCHA Syria based in Gaziantep Turkey as of May 2024 has 62 staff (22 international and 40 national staff). Under the overall guidance and supervision of the Head of Administrative & Finance Unit, the Administrative / Finance Associate provides the overall administration and execution of varied and inter-related operational activities in large offices, ensuring high quality and accuracy of work. The Finance/ Administrative Associate promotes a client, quality, and results-oriented approach.
The Administrative & Finance Associate works in close collaboration with the Operations, Programme, and Projects staff 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 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.
Duties and Responsibilities
Human Resources Management Activities of the OCHA Turkey office through related actions:
To ensure all staff documents are up to date such as ID cards and certificates.
To verify and submit monthly overtime calculations for national staff and send to the respective unit for payroll preparation.
To serve as a focal point for the pre-recruitment process including giving advertisements, longlisting, preparation of scorecards, shortlisting with the hiring manager arranging of interview schedule, and notifying the candidates, accordingly.
To serve as the focal point for the preparation of CRP (Compliance Review Panel) submission documents including doing reference checks, academic checks, preparation of recruitment summary, etc.
To serve as a focal point on HR issues such as recurring contracts of National Staff (including within grade increment etc.), requesting PAF (Personnel Action Form), and resignations.
To provide support in the facilitation of MFA ID card applications and visa issues of the staff in Gaziantep
Participate as an active member of the UN HR Working Group
To give orientation to new staff on how to access INSPIRA for Performance Evaluation\
Participate as an active member of Salary Survey Committees of FTA & SC staff and present OCHA Türkiye
To serve as the focal point for Global Index number requesting and HR Mini Mastering processing for creating staff profiles in UMOJA.
Travel Arrangements and Administrative Responsibilities of OCHA Syria in Türkiye through:
Ensures full compliance of operations with UN rules, regulations, and policies, effective implementation of corporate operational strategies, achievement of management targets, monitoring, and reporting of results.
Liaises with the UNDP Country Office (Finance & Procurement, Protocol units) to ensure that the provision of all OCHA-related administrative support services is implemented/delivered in an efficient and timely manner.
Builds knowledge and shares with regard to financial management and general administrative operations, contributing to OCHA’s best practices.
To serve as Travel Administrator for staff with no role of ESS in UMOJA (national staff and consultant) which covers: raising TR, to up-load ERs on their behalf.
To raise Travel Requests in UMOJA on time when receiving the requests from the s/m who has no access to ESS in UMOJA.
To enter the Expense Reports and Stand-Alone Expense Reports on time, once the traveler shares the related documents.
To provide induction for the new staff about the Travel procedures of OCHA Syria in Turkey and help international staff about how to use UMOJA ESS.
Follow up on visa processing and related travel documents for international /national staff.
To provide support for Procurement and Logistics processes through:
Secures goods and services promptly, within budget, and in full compliance with established UN rules, regulations, and procedures for procurement.
Day-to-day supports and coordinates all procurement arrangements with local service providers and ensures that common service agreements (cleaning, security, health facilities, vehicle maintenance, etc.) are properly implemented and services are to the standards required.
Coordinates the provision of reliable and quality office supplies.
To support canvassing the quotations of LVA for services and goods and preparing the comparison tables for the requested goods and services.
Delivery times of the goods and services within the recommended lead time are followed up with suppliers.
Takes procurement actions by the principles of good planning and overall strategic objectives established by OCHA management, using best practices in sourcing,
supplier selection and evaluation, quality management, customer relationship management, and the use of performance measurement benchmarks.
To support providing logistics/admin support for high official missions.
To support for registrations of business partners in UMOJA/UNGM to expand the pool of suppliers of the OCHA Türkiye office.
Follow up payment transactions for OCHA Syria in Türkiye by entering the MIR7 and MIR4 to complete the below payments:
To comply with the payment activities by the OCHA rules and regulations in the UMOJA portal
to ensure timely payments of Rental costs for office premises including A and B Blocks and parking lot.
to complete the payments of International and national Consultant payments in a timely manner after receiving the whole documents including the final/mid-performance report by the hiring unit and approval for the receipt of service
to ensure the monthly payments of utilities including electricity, water, and gas with the issued FAs through respective finance departments promptly
to ensure monthly payments of mobile communication, internet, unarmed security services, and fuel costs on time
to ensure timely payments of SCHF TPM projects with the approval of receipt of service by the SCHF manager
to ensure timely payments of the procured services and goods for the office needs
Support knowledge building and knowledge sharing focusing on the achievement of the following results:
Briefing staff members on general HR rules, mandatory training, and travel arrangements: provision of advice and administrative support.
Sound contribution to knowledge networks and communities of practice.
Participate as an active member of the HR working group.
Any other duties assigned from time to time within the administration.
Competencies
Core 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 women and men 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.
Required Skills and Experience
Education:
4 years of experience with Bachelor’s degree or equivalent in political science, social science, international studies, public administration, economics, or other related fields. High School degree with 7 additional years of relevant experience can be accepted in lieu of bachelor’s degree.
Experience:
A minimum of 4 (four) years of relevant experience in Administration, Human Resources or programme support service is required.
Experience with UN and NGOs 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.
Language:
For this position advertised, fluency in English and Turkish (both oral and written) are required.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Applicant information about OCHA rosters
Note: OCHA 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 OCHA at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
OCHA 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.
OCHA 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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