Administrative Analyst at UNOCHA.

Administrative Analyst at UNOCHA.


Background

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.


Under the overall guidance and supervision of the Chief of IMB, the Administrative Officer provides the overall administration and execution of varied and inter-related operational activities in large offices, ensuring high quality and accuracy of work. The Administrative Officer promote 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.

Duties and Responsibilities

1) Manage HR Activities of OCHA Istanbul office through related actions:

  • Manage individual staff HR folder up-dates such as ID cards, certificates;
  • Manage the monthly overtime for supports staff in terms of the calculations for further process by UNDP on time;
  • Manage the recruitment process for national staff include advertisement, longlist, preparation of scorecard, shortlists with the hiring manager, organize written test, interview schedule, arrange interview panelist, notify the candidates, accordingly;
  • Arrange CRP submission documents include reference checks, academic checks, preparation of recruitment summary etc. and follow up with the UNDP team;
  • Manage all HR related issues such as recurring contract for National Staff (includes within grade increment, separation etc.), request for generating PAF;
  • To provide support in facilitation of MFA ID cards application and visa issues of the staff in Istanbul;
  • Participate as an active member of UN HR Working Group;
  • Arrange induction/orientation to new staff for first time log-in in INSPIRA for Performance management;
  • Participate as an active member of Salary Survey Committees of FTA & SC staff and present OCHA;
  • To serve as focal point for Global Index number requesting and HR Mini Mastering processing for creating staff profiles in UMOJA and INSPIRA access requesting;
  • Ensures conduct of UN surveys focusing on achievement of the following results- Participation in the salary surveys of FTAs/SCs holders, hardship surveys in coordination with the supervisor.
2)  Management of Travel Arrangements of OCHA Istanbul through:
  • To serve as Travel Administrator for staff with no role of ESS in UMOJA (national staff and consultant) which covers: to raise TR, to up-load ERs on their behalf;
  • To support/supervise Admin & Executive Associate on travel arrangement;
  • Manage entering Travel Requests in UMOJA on time when receiving the requests from the s/m who has no access to ESS in UMOJA;
  • Manage entering Expense Reports and Stand-Alone Expense Reports on time, once the traveler shares the related documents;
  • To train the new staff about Travel procedures of OCHA Istanbul and helping to international staff about how to use UMOJA ESS;
  • Follow up on visa processing and related travel documents for international /national staff.
3) To be a valuable resource to OCHA Istanbul for Procurement and Logistics through:
  • To serve as focal point canvassing the quotations of LVA for services and goods and preparing the comparison tables for the requested goods and services;
  • Delivery times of the goods and services within the recommended lead time are followed up with suppliers;
  • To fulfill the requisitioner role including collecting quotations, preparation of comparison table, collecting signatures from the budget holders;
  • Creation of Low Value Acquisition & Shopping Carts (funded for recurrent contracts and unfunded for new contracts/contract extensions) on UMOJA with using the proper Product IDs from MMSM search tool;
  • Coordination of following up contract extensions/renewals of rental services of office premise & parking lot, unarmed security service, mobile communication. etc;
  • Oversight of procurement processes and logistical services in accordance with UNOCHA rules and regulations;
  • To provide support for high official missions;
  • To identify potential suppliers and maintain a database for vendors;
  • Establishes good communication and contact with vendors;
  • To serve as focal person for registrations of business partners in UMOJA/UNGM in order to expand the pool of suppliers of OCHA Turkey office;
  • Liaise with OCHA HQ on the procurement needs of the office through international procurement such as visibility items, IT supplies etc;
  • Coordination of the provision of reliable and quality office supplies;
  • Verify receipts of goods and services, ensuring specification, condition and qualities of goods are correct and paperwork is complete and properly filed;
4) Support knowledge building and knowledge sharing focusing on achievement of the following results:
  • Full compliance of operations with UN/UNOCHA rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results.
  • Establishment of collaborate arrangements with potential partners, a client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements.
  • OCHA-business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical services.
  • Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
  • Knowledge building and sharing with regards to management and operations in the OCHA, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNOCHA knowledge networks and communities of practice.
  • Briefing to staff members on general financial matters: provision of advice and administrative support.
  • Participate as active member of finance and administrative group.
  • Any other duties assigned on time to time within the administration.
Competencies

Core

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.

 

Technical/Functional

Purchase-to-Pay

  • Knowledge of purchaseto-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations

Procurement

  • The ability to acquire goods, services or works from an outside external source
Recruiting
  • Knowledge of recruiting issues, procedures, and principles and the ability to apply them to strategic and/or practical situations to secure quality candidates
Event, Meeting, and Workshop Facilitation
  • Ability to plan and organize events
Office Administration
  • Ability to manage dayto-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

 

Required Skills and Experience

Education:

  • Masters degree in Business or Public Administration or related field

OR

  • University Degree (Bachelors) in Business or Public Administration or related field.

Experience:

  • Masters degree in Business or Public Administration or related field OR 2 years of relevant experience in Administration or programme support service (related to the activities described above) with a BA Degree.
  • Good knowledge of and 2-3 years’ experience with UN human resources processes is strongly desired.
  • Good knowledge on Administration/Operations, Procurement & HR is required.
  • Sound knowledge of UN rules and procedures will be an advantage.
  • Experience in international humanitarian response is desirable
  • Experience with the United Nations is preferable.
  • Familiarity with and good knowledge of the emergency operations is strongly desired.

Language Requirements:

  • Fluency in English both oral and written, and Turkish is a requirement;

Other:

  • Experience in the use of computers (Windows, MS Word, Excel/Spread sheets, the internet/Web) and office software packages and handling of webbased ERP system.
  • Experience in usage of web based ERP systems such as Atlas/ PeopleSoft/ UMOJA and Inspira, etc is required.

 

HOW TO APPLY

 

Disclaimer

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.

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