Administrative Associate

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. In 2015, as part of this commitment UNDP established a Global Shared Service Unit (GSSU) to ensure optimal and consistent provision of operational services in the areas of finance, HR, procurement, administration to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. The Global Shared Service Unit (GSSU) is part of the Bureau for Management Services (BMS).

In the area of Human Resources, the GSSU supports both staff and management in UNDP offices and units, with the full cycle of HR services ranging from recruitment, talent management, learning and development, HR policy and advisory services, benefits and entitlements management, payroll and banking transactions.

Under the direct supervision of the HR Manager in the GHRSC in Istanbul, the Administrative Associate ensures the effective and efficient functioning of the HR Manager’s office, maintaining full confidentiality in all aspects of work. S/he maintains proper protocol procedures, facilitates and manages information flow, and follows up on deadlines and commitments made. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with the staff of the GHRSC/GSSU to ensure consistent service delivery and completion of actions/instructions and daily agendas.

Summary of Key Functions:

1) Ensures implementation of Operational Strategies, focusing on the achievement of the following results:

• Ensure full compliance of administrative processes with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the GHRSC administrative business process mapping and implementation of the internal standard operating procedures (SOPs).
• Preparation of administrative team results-oriented work plans.
• Maintenance of the HR Manager’s calendar and schedules, rosters of contacts with high-ranking partners, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Preparation of high-quality briefing materials for appointments, meetings and missions, and preparation of correspondence, directives, comments on behalf of the HR Manager for his/her signature/clearance, and ensuring necessary follow-up as required.
• Use of automated office management systems for the effective functioning of the HR Manager’s office, including automated filing and screening of correspondence.
• Presentation of proposals to eliminate communication bottlenecks and streamline procedures between the HR Manager’s office and subordinate teams.
• Ensures facilitation of knowledge building by providing sound contributions to knowledge networks and communities of practice.
• Provide support on training events related to coordination, administration and protocol issues.

2) Ensure the efficient administrative and facilities management support, focusing on the achievement of the following results:

• Organization and coordination of the maintenance of the premises, office spaces management and the provision of common services.
• Organization and coordination of shipments and customs clearances.
• Coordination of travel arrangements.
• Organization of procurement processes including the preparation of statements of work and/or requirements for RFQ, ITB or RFP documents.
• Support on coordination with local authorities on space and other administrative matters.
• Supervision of cleaning services and coordination of transportation services.
• Prompt reporting and investigation of cases of damage, loss or theft of items.
• Record, maintain and prepare reports on information related to service requests received from client offices within the CRM system.
• Translate simple correspondence when needed.
• Prepare, research and retrieve statistical data such as charts, tables and reports from internal and external sources.

3) Provide support to proper supply and assets management focusing on the achievement of the following results:

• Coordinate assets management in the GHRSC and prepare and submit timely periodic inventory reports.
• Coordinate the provision of reliable and quality office supply products.

4) Provide support for administrative and financial controls in the office, focusing on the achievement of the following results:

• Maintenance of financial control records such as commitments and expenditures.
• Confirmation of funds availability prior to review by supervisor and create vendor set-up information in Atlas.
• Maintenance of data integrity in the database control programme. Conduct analysis of results and initiate corrective actions when necessary.
• Coordination of common premises/services cost-recovery arrangements.
• Proper control of supporting documents of funds and activities.
• Provision of the information required for audits.

5) Coordinate the implementation of Registry and Receptionist functions, focusing on the achievement of the following result:

• Provision of efficient general reception and information services.
• Provision of reliable registry services and protocol issues.

Core Competencies:

• Innovation – Ability to make new and useful ideas work
• Leadership – Ability to persuade others to follow
• People Management – Ability to improve performance and satisfaction
• Communication – Ability to listen, adapt, persuade and transform
• Delivery – Ability to get things done while exercising good judgement

Functional Competencies:

Scheduling & Coordination

• Ability to manage meeting requests and appointments with ease and positivity

Event, Meeting & Workshop Facilitation

• Ability to plan and organize events

Office Administration

• Ability to manage day-to-day activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Service Delivery Coordination

• Ability to coordinate and deliver services in line with unit work plans and Service Level Agreements and standards of excellence in UNDP

Operational Efficiency

• Ability to identify and execute opportunities to improve operational efficiency

Learning & Development

• Knowledge of enterprise learning and development issues, concepts, and principles, and ability to apply them to enhance the fulfillment and performance of employees

Leadership and Self-Management

• Focuses on results for the client and responds positively to feedback. Consistently approaches work with energy and a positive constructive attitude. Remains calm, in control and good humored even under pressure.

Knowledge Facilitation

• Ability to capture, develop, share and effectively use information and knowledge

Education:

• Secondary Education with at least seven (6) years relevant work experience, or Bachelors’ degree in Human Resources, Business or Public Administration, with relevant work experience of at least four (3) years.

Experience:

• Minimum 3-6 years of relevant experience in general administration is required at the national or international level, including some experience in the area of events management and logistical support.
• Familiarity with interpretation and application of UN/UNDP policies, rules and regulations is highly desirable.
• Experience in the usage of computers and MS Office packages (MS Word, Excel etc.).
• Proficiency in using presentation and collaboration tools, as well as familiarity with digital platforms and new technologies would be highly desirable.
• Demonstrated knowledge of integrated HR management systems would be an asset.
• Work experience from UNDP or UN Common System is desirable.

Language Requirements:

• Fluency in English (written and spoken).
• Working knowledge of other UN language (French/Spanish/Arabic) desirable.

Other:

• Familiarity with HR module in Oracle-based Enterprise Resources (ERP) is desirable.

Important applicant information

All posts in the GS categories are subject to local recruitment.

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.