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UNDP is looking for an Administrative Associate. Apply Today

Background

The United Nations Development Programme is a United Nations agency tasked with helping countries eliminate poverty and achieve sustainable economic growth and human development. The UNDP emphasizes on developing local capacity towards long-term self-sufficiency and prosperity.

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About UNDP

  1. Mandate: UNDP’s primary goal is to support countries in achieving sustainable development by providing technical expertise, policy advice, and funding. Its work is guided by the United Nations’ Sustainable Development Goals (SDGs), which aim to address social, economic, and environmental challenges.
  2. Focus Areas: UNDP focuses on a range of development areas, including democratic governance, poverty reduction, climate change and environment, disaster risk reduction, gender equality, and sustainable development.
  3. Country-level Engagement: UNDP works closely with national governments and local communities to support them in achieving their development priorities. It provides assistance in areas such as capacity building, policy formulation, institutional strengthening, and project implementation.
  4. Partnerships: UNDP collaborates with a wide range of stakeholders, including governments, civil society organizations, private sector entities, and academia, to leverage resources, knowledge, and expertise. These partnerships help to mobilize support and maximize the impact of development efforts.
  5. Funding: UNDP receives funding from both donor countries and the United Nations regular budget. It also manages various trust funds and financing mechanisms to support specific development initiatives.
  6. Human Development Reports: UNDP is known for its annual Human Development Reports, which provide comprehensive analysis of global human development trends and challenges. These reports go beyond traditional economic indicators and assess progress based on factors such as education, health, and gender equality.
  7. Sustainable Development Goals: UNDP plays a crucial role in supporting countries in implementing the SDGs. It assists governments in integrating the goals into national development plans, mobilizes resources for SDG-related projects, and monitors progress towards achieving the goals.
  8. Crisis Response: UNDP is often involved in crisis response and recovery efforts, supporting countries affected by conflicts, natural disasters, and other emergencies. It helps in rebuilding infrastructure, restoring basic services, and promoting resilience in affected communities.

Why work at UNDP

Working at the United Nations Development Programme (UNDP) can be a rewarding and impactful career choice for several reasons:

  1. Mission and Impact: UNDP’s mission is to eradicate poverty, reduce inequalities, and promote sustainable development worldwide. By working at UNDP, you have the opportunity to contribute to these important goals and make a positive impact on people’s lives.
  2. Global Reach: UNDP operates in nearly 170 countries and territories, giving you the chance to work on diverse and complex development challenges across different regions and cultures. This global reach provides a unique perspective and a chance to learn from and collaborate with colleagues from around the world.
  3. Multidisciplinary Approach: UNDP’s work spans a wide range of development areas, including governance, poverty reduction, climate change, gender equality, and more. This multidisciplinary approach allows you to gain expertise in various fields and work on integrated solutions to complex development issues.
  4. Professional Development: UNDP invests in the professional development of its staff, providing opportunities for training, learning, and career advancement. You can benefit from a supportive work environment, access to resources, and exposure to diverse experiences that can enhance your skills and knowledge.
  5. Collaboration and Partnerships: UNDP collaborates with governments, civil society organizations, private sector entities, and academia to leverage expertise, resources, and networks. Working at UNDP provides opportunities to build partnerships and work with a wide range of stakeholders towards common development objectives.
  6. Innovation and Research: UNDP encourages innovation and research in finding sustainable development solutions. You can contribute to innovative projects, pilot initiatives, and research studies that can have a transformative impact on development practices and policies.
  7. Work-Life Balance and Flexibility: UNDP recognizes the importance of work-life balance and offers flexible work arrangements to its staff. This can provide you with the opportunity to maintain a healthy work-life balance and pursue personal interests and commitments.
  8. Diversity and Inclusion: UNDP values diversity and strives to create an inclusive and equitable working environment. Working alongside colleagues from diverse backgrounds and cultures can foster a rich and inclusive work environment that promotes understanding, collaboration, and innovation.
  9. Networking and Professional Connections: Working at UNDP allows you to build a strong network of professionals and experts in the development field. This network can provide valuable connections, opportunities for collaboration, and access to a global community of development practitioners.
  10. Personal Fulfillment: Working towards global development goals and making a positive impact on people’s lives can be personally fulfilling and rewarding. The work you do at UNDP can contribute to creating a more just, sustainable, and equitable world.

Details on the post

Administrative Associate

Location: Gaziantep, Turkey
Date of Posting: May 17, 2024, at 10:55 AM
Application Deadline: June 02, 2024, at 10:55 AM
Job Schedule: Full-time
Agency: United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA)
Vacancy Type: Fixed Term
Practice Area: Management
Contract Duration: 1 Year with Possibility for Extension

Functions / Key Results Expected:

Human Resources Management Activities of the OCHA Türkiye office through related actions:

  • 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.
  • Responsible as the focal point for the recruitment process for national personnel and work collaboratively with the hiring unit including ensure the post is classified, arrange job advertisements, prepare recruitment strategy, longlist, prepare of scorecards, shortlisting, arrange for written test in collaboration with IT team, arrange interview schedules, and notify the candidates accordingly.
  • Responsible as the focal point for the preparation of CRP (Compliance Review Panel) submission documents including reference checks, academic checks, preparation of recruitment summary, etc. 
  • Support new staff during the onboarding, ensure new staff complete action needed in UNALL portal.
  • Responsible as first responder on HR issues such as recurring contracts of National Staff (including within grade increment etc.), requesting PAF (Personnel Action Form), and resignations, update staff list, update organigram in collaboration with IM unit.
  • Provide support in the facilitation of MFA ID card applications and visa issues of the staff in Gaziantep in collaboration with the administrative staff in Ankara.
  • Provide orientation to new staff on how to access INSPIRA for Performance Evaluation\
  • Serve as the focal point for requesting Global Index number and HR Mini Mastering processing for creating staff profiles in UMOJA.
  • 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 them to the respective unit for payroll preparation.

Travel Arrangements and Administrative Responsibilities of OCHA Syria in Türkiye through:

  • Serve as Travel Administrator for staff with no role of ESS in UMOJA (national staff and consultant) which covers raising TR, ensure all requirement for TR are complied.
  • Submit the Expense Reports and Stand-Alone Expense Reports on time, once the traveler shares the related documents.
  • 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.
  • Assist staff on the Rest and Recuperation request.

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 the procured services and goods for the office needs

Support knowledge building and knowledge sharing focusing on the achievement of the following results:

  1. Briefing staff members on general HR rules, mandatory training, and travel arrangements: provision of advice and administrative support.
  2. Sound contribution to knowledge networks and communities of practice.
  3. Participate as an active member of the HR working group.
  4. Any other duties assigned from time to time within the administration.

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.

Recruitment Qualifications:

Education:

  • Bachelor’s degree or equivalent in political science, social science, international studies, public administration, economics, or other related fields with 3 years or relevant experience is required. Secondary education with 6 additional years of relevant experience can be accepted in lieu of bachelor’s degree.

Experience:

  • A minimum of 3 (three) years of relevant experience in Administration, Human Resources or  programme support service is required.
  • Experience with the 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 Requirements:

  • For this position advertised, fluency in English and Turkish (both oral and written) are required

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