Administrative Associate-UNOCHA

This position is open to Turkish Nationals Only

BACKGROUND

OCHA Syria based in Turkey as of May 2024 has 62 staff (22 international and 37national staff). Based on the signed Host Country Agreement in December 2015 between OCHA and The Ministry of Foreign Affairs (MFA) of the Government of Türkiye, OCHA Syria in Türkiye must have a presence of an office in Ankara as the main office. The office of OCHA Syria based in Gaziantep by the MFA is considered a field office close to the Syria cross-borders. The Ankara Office comprises three national staff: one NO-C, one G-7 Administrative Associate, and one G-3 driver. The office serves as the liaison office to the interlocutors based in the capital city. Under the overall guidance and supervision of the Head of Administration Unit in Gaziantep, the Administrative Associate provides the overall administration and execution of varied and inter-related operational activities in Ankara and Gaziantep offices, ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach. The Administrative Officer 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.

Position Purpose

The National Administrative Associate will provide substantial assistance with administration, budgetary, and financial management matters ensuring accountability and adherence to the UN Financial Rules and Regulations and general administrative matters to support the implementation of overall activities under his/her area of responsibility.

Key Duties And Responsibilities

Under the overall guidance and direct supervision of the Head of Administration Unit, the National Administrative Officer will be responsible for the following main duties:

Administration and Management responsibilities for the OCHA Liaison Office in Ankara with the following related actions:

• Ensure the secretariat functions of the Türkiye Office in Ankara with a special focus on protocol arrangement with the Ministry of Foreign Affairs (MFA) Türkiye in Ankara, escalate to seek advice to the senior management for resolving unusual cases.
• Serves as the focal point for the operation of the diplomatic portal assigned for OCHA Türkiye by the MFA for managing the work/resident permit/diplomatic vehicles/renewal of fuel quotas.
• Provide the submission for obtaining the new and recurrent working and resident permits for all international staff and their dependents.
• Maintain the updated staffing table for period submission to the MFA in collaboration with the Office of the Resident Coordinator Ankara.
• Arrange the renewal processes of the VAT (Value Added Tax) – card for OCHA Türkiye
• Facilitate the process of departing diplomatic/tax-free sold vehicles from the diplomatic portal.
• Support the visa entry application for non-UNLP holders such as International-UNV, SBP deployment (Stand-by Partners Personnel) into Türkiye
• Provide the customs clearance processes for all imported office goods such as ICT equipment, UNDAC kits, and support staff for shipment of personal effects, duty-free privilege.
• Liaise with other UN agencies for incoming/outgoing diplomatic pouch

Logistics arrangements, high official meeting responsibilities for the OCHA Liaison Office in Ankara with the following related actions:

• 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.
• Provide the logistic arrangements for high official missions to Ankara, VIP arrangements, and mission letters, and collect the information for briefing material.
• Support the office in organizing periodic and ad-hoc donor meetings, conferences, and consultations with other agencies and partners on humanitarian and emergency relief-related matters.
• Making sure the events are on track to reach their objectives by monitoring results as they come in and measuring whether an event was successful by reviewing results post-event.
• Serve as Travel Administrator for staff with no role of ESS in UMOJA (national staff and consultant) which covers raising travel requests (TR), submission of Expense Reports (ER), and Stand-Alone Expense Reports (SAER).
• Provide induction for the new staff about the procedures for obtaining work/resident permits in Türkiye.
• Manage the driver schedule and verify the monthly overtime submission.

Ensure Effective Support For Procurement Processes Through

• Secures goods and services promptly, within budget, and in full compliance with established UN rules, regulations, and procedures for procurement.
• Based on OCHA Türkiye’s requirement, ensures the request establishment of a contract is submitted for recurrently supplied goods/services.
• Prepares the memorandum, requisition form, and other required documents for submission of a new request/amendment request.
• Monitors expiration of the contracts/leases and takes necessary actions to request for extension, and amendment of the contract for goods and services required by OCHA Türkiye.
• Assists with day-to-day administration of contracts between the UN and contractors.
• Monitors and collects feedback from end users for submitting the electronic vendor performance evaluation report.
• Process the payment of contractors’ invoices and monitor payments.
• Updates payment tracking matrix and keeps the record of Shopping Carts and relevant supporting documents.
• Issues a low-value PO for ad-hoc requirements that will not be recurring support for registrations of business partners in UMOJA/UNGM to expand the pool of suppliers of the OCHA Türkiye office.

Provide administrative support to ensure streamlined and professional office operations through the following:

• Serve as a focal point to represent OCHA Syria in Türkiye in the Local Salary Survey Committee (LSSC) in collaboration with other UN Agencies.
• Serve as first reporting officer for the driver, and provide support for junior staff in the Istanbul office related to work/resident permit, UMOJA usage.
• Maintain/keep updated the Contact List (Donor, Head of UN Agencies, INGO based in Ankara), including a regular update of mailing lists.

Impact Of Results

The key results have an impact on the overall resource structure, efficiency, and effectiveness of the office and projects’ operations.

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.

Qualifications

Education:

• Secondary Education. Bachelor’s degree or equivalent in political science, social science, international studies, public administration, economics,

OR

• other related fields with 4 years of relevant experience is required. Secondary education with 7 years of relevant experience can be accepted in lieu of a 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 the UN and NGOs is desirable.
• Experience in the use of computers (Windows, MS Word, Excel/Spreadsheets, the internet/Web) and office software packages and handling of web-based ERP systems (e.g. Atlas, PeopleSoft, UMOJA, and Inspira,) etc. is desirable.
• Familiarity with and good knowledge of the emergency operation is desirable.

Language Requirements

• Fluency in English and Turkish (both oral and written) are required.

Note

• “Please upload copies of your academic qualifications and 3 latest Performance Evaluations (if applicable)”

Applicant Information About 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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