Background: Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. 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. The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP's policy work carried out at headquarters, regional, and country offices, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.
In order to streamline its financial and investment engagement, UNDP launched the Sustainable Finance Hub (SFH), a finance and innovation platform, that draws on a critical mass of UNDP expertise, initiatives, and partnerships to support the mobilization and leveraging of resources for the SDGs and lead the implementation of the new UNDP private sector strategy and other initiatives. The Hub is an integral part of both Bureau for Policy and Programme Support (BPPS) and the Bureau of External Relations and Advocacy (BERA), as well as part of the GPN. The Hub serves as a connector, broker and global coordinator among internal and external actors; curates and manages UNDP’s catalogue of service offers on SDG financing to governments, investors and companies, via the COs, to significantly enhance the scale and impact of UNDP’s work. Please visit the Sustainable Finance Hub website for more information.
The Istanbul International Center for Private Sector in Development (ICPSD) is the United Nations Development Programme (UNDP) Global Policy Center mandated to leverage the role of private sector in development. The ICPSD was established in Istanbul, Türkiye on the basis of the Partnership Framework Agreement signed between the Government of the Republic of Türkiye and the UNDP in March 2011. ICPSD, one of the five global thematic centers of UNDP, convenes stakeholders from public and private sectors as well as foundations to facilitate knowledge sharing and partnerships, and catalyzes private sector actors for developing products and initiatives for SDG implementation. The Center advocates and facilitates the contribution of private sector to human development and inclusive growth through the following thematic priority areas:
- Private sector engagement through South-South cooperation for the SDGs
- Digital transformation and private sector engagement in skills development
- SDG Financing and Private Sector Development
- Resilience and crisis response.
Duties and Responsibilities: The Administrative Associate will work under the direct supervision of the ICPSD Deputy Director and will be in close collaboration with the other ICPSD team members. The incumbent will also work with the Sustainable Finance Hub Project Management Support Team (PMST).
The Administrative Associate will be responsible for the coordination and implementation of project procurement, travel and HR management strategies, organization of meetings and events, compilation and maintenance of project records, as well as supporting partnership development and project reporting exercises. The incumbent will have the following responsibilities:
1) Ensure efficient and effective administrative and logistical support:
- Coordinate and create travel plans and requests in the system, ensuring accurate and complete data entries.
- Ensure that travel profiles are created, and up to date for every traveler.
- Coordinate visa application and hotel reservation processes as may be required.
- Liaise with the travel agencies (including LTA contract holders) on the ticket reservations, issuance, amendment, and cancellation.
- Verify the accuracy of travel entitlements for travel advances and travel claims.
- Monitor and follow-up on the timely settlements of travel claims in collaboration with the PMST / HQ Travel Unit.
- Compile and file necessary travel-related documents for audit purposes.
- Keep abreast of updates/changes in the Travel and Expense Module and make new/updated information available to staff.
- Support the organization of national and international conferences, workshops, retreats, missions as well as high-level and working level meetings, including venue reservation, arrangement of catering, ICT and interpretation services, etc.
2) Support daily office management and coordination:
- Arrange shipment of goods, publications, and correspondence as may be required.
- Draft routine correspondence, memoranda, reports, and meeting minutes in accordance with the diplomatic protocol and established procedures.
- Prepare informal translations, and act as interpreter when necessary.
- Maintain contact list of strategic partners.
- Facilitate documents submission for visa and residence permit issuance by the Turkish MFA.
- Collect and update information on assets and non-assets management.
- Identify office ICT and stationery needs and address them in a timely manner.
- Facilitate the onboarding of newcomers by sharing relevant information.
- Maintain files and records related to the day-to-day office management.
3) Ensure effective implementation of operational strategies:
- Ensure full compliance of administrative and logistics activities with UN/UNDP rules, regulations, policies and strategies.
- Support the recruitment of local personnel (UNVs, interns, fellows) if needed.
- Support the procurement of basic goods and services through market research and collect quotations and proposals.
- Raise E-requisitions and create PO receipts as per the established Standard Operating Procedures.
- Support the preparation of procurement plans and their implementation.
- Support the preparation of Purchase orders and contracts in and outside Quantum, recurring Purchase orders for contracting of services, as well as create Vendors in Quantum.
4) Support knowledge building, knowledge sharing and capacity building relevant to the assigned project:
- Participate in training and organize briefings on internal procedures for the project staff.
- Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.
- Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally.
- Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project.
- Make sound contributions to knowledge networks and communities of practice.
- Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies:
CoreAchieve 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 Administration & Operations:Entitlement travel: Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies.
Events management(including retreats, trainings and meetings): Ability to manage events, including Venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
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.
Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Business Development:
Knowledge Generation: Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.
Operations:
Procurement: Procurement Management: The ability to acquire goods, services or works from an outside external source.
HR/Recruitment: Recruitment Design and Management: Knowledge of, ability to design and manage end to end recruitment processes.
Required Skills and Experience: Education: - Secondary education is required OR University degree (bachelor’s degree) in Business/Public Administration, Logistics, Operations, Project Management, or other related fields will be given due consideration, but it is not a requirement.
Experience:
- Minimum of seven (7) years (with high school diploma) OR four (4) years (with bachelor’s degree) of relevant professional experience in administration, logistics, operations, or project management is required.
Required skills/competencies:
- Proficiency in office packages (MS Word, Excel, PowerPoint), collaboration software and tools (Microsoft Teams), advanced knowledge of spreadsheet and database packages, and experience in handling of web-based management systems are required.
Desired experience/skills/competencies:
- Demonstrated experience with organization of travel, events, conferences, and high-level meetings is highly desirable.
- Experience in handling procurement and HR processes is highly desirable.
- Previous work experience with the UN/UNDP/International organizations is highly desired.
- Experience in supporting and coordinating project/programme-related activities with cross-functional teams is desired.
Required Language(s):
- Fluency in English and Turkish (both oral and written) is required.
Professional Certificates:
- Additional certification in project management or procurement is considered an asset.
Travel:
This is a local position based in Türkiye, thus no travel costs to / from the duty station will be covered. Cost of other travel, as deemed necessary by UNDP while performing the outlined functions, shall be at UNDP’s expense and in accordance with the applicable UNDP travel policy.
Disclaimer Important information for US Permanent Residents ('Green Card' holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP 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.
UNDP 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.
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.
