- Position Information
Office/Unit/Project UNDP Türkiye Country Office
Functional Title Administrative Associate
Classified Level (NPSA 1-12) NPSA 7
Duty station (City and Country) Ankara, Türkiye
Type (Regular or Short term) Regular
Office- or Home-based Office-based
Expected starting date January 2025
Expected Duration 12 months (with possibility for extension)
Position Number 199804
2. Office/Unit/Project Description
UNDP Türkiye is currently “medium to large” sized Country Office and is one of the largest in its region in terms of resources, field presence and the scope of the topics covered. The Office is functioning in a matrix approach and diversified setting which requires sizeable programmatic volume and it is partnering with various traditional and non-traditional partners in order to address the increased complexities.
Under the direct supervision of the Administrative Analyst/ Head of Administration Unit and overall guidance of Assistant Resident Representative (Operations) , the Administrative Associate provides support to the overall administration and execution of varied and inter-related administrative activities in operational domain, ensuring high quality and accuracy of work. The Administrative Associate supports a collaborative, client-focused, quality and results-oriented approach and facilitates smooth interactions between CO units and administration unit ensuring, knowledge exchange and learning for staff professional development, contributing and maintaining the high-performing working climate and social cohesion in the CO.
The Administrative Associate works in close collaboration with the CO operations, projects/programme staff, HQ, Regional Offices and other UN Agencies by exchanging information, organizing joint events, supporting facilitation of training(s) on corporate and programmatic matters, and interagency knowledge sharing. The Administrative Associate also works in collaboration with the suppliers, the local authorities and partners including the Governments Institutions, Ministries, Embassies, Immigration Offices, Customs/Police Departments.
3. Scope of Work
The Administrative Associate will be directly responsible for successfully completing the below set of tasks within allotted, agreed-upon time frames:
- Provision of effective and efficient administrative, operational and logistical support services to CO and other UN Agencies
- Administer the CO eRegistry system for incoming/outgoing official documentation through the corporate intranet system and distribute the documentation to the appropriate CO or project staff
- Coordinate the CO vehicle transportation and messenger services for the smooth running of the daily operational and programmatic activities
- Coordinate the incoming/outgoing diplomatic materials/pouches, ensure distribution to related staff and UN Agencies and payment processes
- Ensure timely and quality administrative and logistical support to Country Office (CO) , UN missions, and other resident&non-resident UN Agencies (as requested and against cost recovery of the services) including arrangements entry visa , accommodation hotel reservations, arrangement of conference and workshops facilities, venue preparations, transportations, translations services and press/media conferences etc.
- Provide support for diplomatic and protocol matters including the registration of staff, organization of the shipments and customs clearance for the office/project assets and household goods and private vehicles of IP staff,
- Maintain effective communications with local authorities and other UN agencies and the RCO on administrative matters
- Provide support for the conduct of UN Common System Surveys including the hardsip survey , the DSA survey and Cost-of-living surveys
- Ensure provision of researched information for planning of financial resources for administrative and logistical services
- Contributes to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs)
- Provide support to the preparation of correspondence, note verbals, directives, interoffice memo and other official communication on administrative and operational matters
- Ensure provision of administrative and logistical services for the arrangement of official meetings, workshops, retreats
- Contribute to the preparation of training on administrative and operational services
- Provide support for the compilation of necessary reports/data for audit processes for the administrative services
- Perform other admin and logistical duties as assigned by the Administrative Analyst
2 Provision of effective and efficient assets management and travel/event management
- Coordinate the provision of reliable and quality office supplies and corporate printing materials
- Conduct periodic asset and equipment review and ensure timely asset record in in Quantum
- Provide support for the CO assets management, timely preparation and submission of periodic Property, Plant& Equipment (PP&E) reports, inventory reports and coordination of physical verification of PP&E and inventory items.
- Coordinate and monitor the proper issuance and renewal of insurances for CO assets including UNDP vehicles and premises
- Provide support for the organization of the CO missions, non-programmatic CO wide events and logistical services with/without outsourced support, including arrangements for visa issuance, accommodation arrangements/ hotel reservations, conference and workshops facilities, location preparations, transportations, translations services and press/media conferences etc.
- Maintain relations with third-party service providers in administration domain and administrative support to organization of conferences, workshops, trainings and other similar events.
- Ensure proper admin support is provided to the programme teams during project/program implementation covering asset management, vehicle management etc .
- Support implementation of travel management policy in UNDP CO as required.
- Perform the travel processor role (policy compliance check) for the CO as required.
3. Contribute to the knowledge sharing and CO teamwork and cohesion in the CO
- Contribute to the identification of factors that enable and constrain staff’s performance in the CO in relation to key admin and operational business processes for organization of necessary trainings, workshops and learning sessions
- Support the organization of training for the project/programme staff and partners on Admin and Operational Services
- Facilitate organization of staff gatherings, staff retreats, programme presentations & field missions, as authorized by direct supervisor and/or CO Management.
- Share the lessons learnt and provide contributions to knowledge networks and communities of practice.
4. Institutional Arrangement
The Administrative Associate will work under the direct supervision of the Administrative Analyst/Head of Administration Unit and overall guidance of Assistant Resident Representative (Operations), and work closely with the admin team, operations, programme & projects’ staff in the CO, with other resident & non-resident UN Agencies, Regional Offices, suppliers, local authorities and partners including the Governments Institutions, Ministries, Embassies, Immigration Offices, Customs Departments and Police Departments etc.
5. Core Competencies
Core Competencies Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Thematic Area Name Definition Business Management Customer Satisfaction/Client Management
- Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
- Provide inputs to the development of customer service strategy.
- Look for ways to add value beyond clients' immediate requests.
- Ability to anticipate client's upcoming needs and concerns.
Business Management Communication
- Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
- Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business Management Operations Management
- Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms
Administration and Operations Assets management
- Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
Administration and Operations Management of shipments
- Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
Administration & Operations Building, facilities & office space management
- Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate
Administration & Operations Events management (including retreats, trainings and meetings)
- Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
6. Minimum Qualifications of the Successful NPSA
Min. Academic Education - Secondary education is required
- University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement
Min. years of relevant Work experience - Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant experience in administration or programme support services., administrative services, vehicle/logistics management, protocol and diplomatic procedures, travel/event management and asset management is required.
Required skills and competencies - Experience in the usage of computers and office software packages (MS Word, MS Excel, MS PowerPoint) and advanced knowledge of spreadsheet and database packages
- Experience in handling of web-based management systems and ERP systems, preferably UNDP’s ERP platform (UNall and Quantum)
- Strong interpersonal and written and oral communication skills
Desired additional skills and competencies - Demonstrated work experience in providing support to International Organizations/UN Agencies in administration, diplomatic/protocol and logistical arrangement and procedures
- Demonstrated work experience with Government institutions including Ministries, Embassies and other local authorities
Required Language(s) (at working level) - Oral and written fluency in English and Turkish is required.
- Knowledge of another UN Language is an asset
Professional Certificates n/a
