Job Title: NATIONAL POST, Administrative Associate GS7 (Re-advertisement), UNFPA EECARO Istanbul, Turkey
Job ID: 27438
Location: Eastern Europe, Central Asia
Full/Part Time: Full-Time
The Administrative Associate position is located in the UNFPA Eastern Europe and Central Asia Regional office (EECARO). The Administrative Associate delivers quality services in the areas of human resources, procurement, assets management, vehicles management and general administrationin compliance with the relevant rules, guidelines, policies and procedures. The Administrative Associate takes a client-oriented, results-focused approach interpreting the rules, procedures and guidelines to the RO. The Administrative Associate reports to the International Operations Manager (IOM) and supervises support staff as assigned.
Main Tasks & Responsibilities
The Administrative Associate supports the ROoperationalactivities in the areas including human resources, procurement, assets management, vehicles management and general administration.
The Administrative Associate would be responsible for:
A. Human Resources Management
- Assist the IOM in overseeing the staffing requirements for the ROwhile handling a wide range of HR activities in the areas of recruitment and personnel administration for internationals and nationals;
- Support the recruitment and selection process while applying best HR practices in accordance with rules and regulations;
- Act as a focal point for renewal of contracts on UNFPA Global Directory;
- Contribute to the effective induction of new personnel and the handover processes of exiting personnel;
- Handle the settlement of UNDP HR cost recovery services;
- Follow up on the settlement of personnel entitlements in coordination with UNDP Turkey and UNDP HQ;
- Assist the IOM in the preparation and monitoring of the plans for operations unit; in responding to recommendations and any information required from operations; monitoring compliance with the Performance Appraisal and Development cycle (PAD) and supporting staff who need advice in developing preparing their PAD; and staff learning and development (training and workshops);
- Initiate the renewal of all local personnel contracts well in advance;
- Prepare Individual Consultant Contracts, ensure timely recording and senior management approval in Consultant Monitoring tool (CMT);
- Liaise with the Programme/Technical Team on HR administration and staffing related matters;
- Interpret UNDP/UNFPA Personnel rules and regulations and provide guidance to the RO; identify ways in which the HR needs can be met within existing policies; adapts processes and procedures, anticipate and manage HR requirements of the RO;
- Maintain accurate and complete personnel and recruitment files in a confidential and secured manner;
- Follow up to ensure staff resident permits are acquired and other protocol activities are also carried out in a timely manner
- Implement corporate human resources management policies and strategies in support of the operations of the RO;
- Assume overall responsibility for attendance and absence leave management;
- Represent the RO in the UN Interagency HR Group;
B. Procurement Activities
- Implement corporate procurement management policies and strategies in support of the operations of the RO;
- Ensure timely provision of goods and services for the RO;
- Review procurement requests and initiate procurement procedures and biddings for the RO supplies and services in a transparent and cost effective manner;
- Prepare all procurement contracts and act as a focal point with suppliers and vendors for all contractual matters;
- Liaise with the Programme/Technical Team on procurement related issues;
- Assist the IOM in developing and reviewing related Standard Operating Procedures (SOPs) and effectively reinforce the applications of those SOPs;
- Act as Requisitioner or Buyer in ATLAS which implies issuing, cancelling and closing Requisitions/POs;
- If assigned Buyer role, will act as a backup for RO Vendor Portal requests and create, update, evaluate vendors on UNFPA Vendor Portal;
- Represent the RO in the UN Interagency Procurement Group;
C. Asset Management
- Act as the RO Asset Focal Point (AFP) and manage the assets of the RO and in accordance with UNFPA Fixed Asset Management Policy and Procedures;
- Conduct and complete the yearly physical count process of RO asset;
- Keep EECARO Asset Management Dashboard clear and promptly take corrective actions to clear any issues on the dashboard;
- Initiate and finalize certification of RO assets on yearly basis;
- Handle cases of asset disposal, asset transfer, asset impairment, asset loss or theft in a timely and accurate manner;
- Ensure proper hard recordkeeping of RO asset (signed Custodian Forms, RADT Forms, Certification of Assets, and proof of physical countsÂ… etc.);
- Always record and maintain updated asset data on ATLAS Asset Management Module;
D. Vehicles Management
- Act as the Vehicle Management Focal Point (VMFP) for the RO;
- Supervise RO Senior Driver and Driver while ensuring adherence to UNFPA Vehicle Management Policy in day to day activities;
- Ensure that the use of UNFPA office vehicles must always serve the best interests of UNFPA while demonstrating cost effectiveness and best usage of RO resources;
- Secure and meet the country requirement of vehicles’ insurance through proper yearly insurance coverage and yearly licensing and registration;
- Ensure that UNFPA vehicles are maintained in the most cost-effective manner possible;
- Ensure complete recordkeeping of vehicles especially in relation to petrol register, daily logs, and maintenance records;
E. General Administration
- Interpret UN/UNFPA Administrative rules and regulations and provide guidance to the RO; identify ways in which the administrative needs can be met within existing policies; adapt processes and procedures, anticipate and manage operational requirements of the RO;
- Develop SOPs and mechanism for effective and efficient monitoring of administrative activities in support of the ROs’ operations;
- Oversee and review all correspondence with MOFA and different local authorities in relation to residence visas, vehicles licenses, incoming/outgoing shipmentsÂ…etc.
- Act as the Alternate RO Petty Cash Custodian;
- Oversee logistics preparation for Operations’ regional events;
F. Perform any other duties as may be assigned by the Supervisor.
Qualifications and Experience
Completed Secondary Level Education required. First level university degree is desirable.
Knowledge and Experience:
- Seven years of relevant experience in administration, HR, and procurement.
- Proficiency in current office software applications and corporate IT systems.
- Knowledge of atlas/peoplesoft or other ERP system is highly desirable.
- Prior UN experience in administration is an asset.
Fluency in oral and written English and Turkish is required.
Exemplifying integrity, Demonstrating commitment to UNFPA and the UN system, Embracing cultural diversity, Embracing change Core Competencies:Achieving Results, Being Accountable, Developing and Applying Professional Expertise/Business Acumen, Thinking analytically and strategically, Working in Teams/Managing Ourselves and our Relationships, Communicating for Impact
Providing logistical support,Managing data,Managing documents, correspondence and reports,Managing information and work flow, Planning, organizing and multitasking,Supporting financial data analysis
Providing strategic focus, Engaging in internal/external partners and stakeholders, Leading, developing and empowering people, creating a culture of performance, Making decisions and exercising judgment
UNFPA Work Environment
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.
Please note that applicants applying for UNFPA General Service posts located in Istanbul must have a valid Residence Permit or Turkish Permanent Residency Citizenship. Applicants must pass a written substantive assessment and competency-based interview in order to be eligible to be appointed against the post. We will only be able to respond to those applicants in written in whom UNFPA has a further interest.
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received 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. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm Notice to applicants: In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.
For any questions or comments please contact [email protected]
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