Background

Under the overall guidance and supervision of the Operations Manager and the National Administrative/Finance Officer, the Administrative / Finance Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in large offices,   ensuring high quality and accuracy of work. The Administrative / Finance Associate promotes a client, quality and results-oriented approach.

 

The Administrative / Finance Associate 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

 

 

Summary of Key Functions :

 

  • Implementation of operational strategies
  • Provision of effective and efficient administrative support services
  • Support to supply and assets management
  • Effective administrative and financial control in the office

 

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

 

  1. Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  2. Support to the CO administrative business processes mapping and elaboration of  the internal standard operating procedures (SOPs).
  3. Preparation of administrative team results-oriented workplans.
  4. Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

 

 

2.   Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

 

  1. Coordination and supervision of support staff engaged in the general services, driver etc.
  2. Coordination and supervision of  shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies with UNDP Ankara.
  3. Presentation of thoroughly researched information for planning of financial resources for administrative services
  4. Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
    1. Submission of information on administrative services provided for cost-recovery bills

 

3.   Provides support to proper supply and assets management, focusing on achievement of the following result:

 

  • Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
  • Coordination of the provision of reliable and quality office supplies

 

4.   Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

 

  1. Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
  2. Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;
  3. Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
  4. Proper inventory control; supervision of proper issuance of inventory items and supplies.
  5. Process payment request to UNDP for the vendors.
  6. Process Inter Office Vouchers from OCHA HQ for clearance of UNDP Charges.
  7. Support with events management and conferences

Impact of Results 

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNOCHA as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

• Professionalism – Comprehensive knowledge of and exposure to a wide range of humanitarian issues , emergency relief and related human rights issues; conceptual and strategic analytical capacity, to analyze and articulate the  protection dimension of complex issues that require a coordinated UN response; demonstrated problem-solving skills; and very good knowledge of region of assignment, including the political, economic and social dimensions; strong negotiating skills and ability to influence others to reach agreement; ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery); very good knowledge of institutional mandates, policies and guidelines pertaining to humanitarian  protection and  knowledge of the institutions of the UN system; demonstrated ability to complete in-depth studies and to formulate conclusions/recommendations; ability to relate humanitarian  protection issues and perspectives, including gender issues, to political, economic, social and human rights programmes in affected  region.


• Planning & Organizing – Ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities.


• Client orientation – Ability to identify client’s needs and match them to appropriate solutions; ability to establish and maintain effective and productive partnerships with clients by gaining their trust and respect; capacity to keep clients informed of [progress or setbacks in ongoing projects. Ability to monitor ongoing developments inside and outside the clients’’ environment to keep informed and anticipate potential problems.


• Teamwork – Excellent interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Required Skills and Experience

 

Education:

Secondary education.  Certification in Administration.  University Degree in Business or Public Administration desirable, but it is not a requirement.

 

 

Experience:

7 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements:

Fluency English and Turkish Required.