Jobs - 88692- UNOCHA - Administrative & Executive Associate

UNOCHA - Administrative & Executive Associate

Location :

Gaziantep, TURKEY

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

01-Dec-19 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

one year with possible extension

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.

Background

Under the guidance and supervision of the Deputy Head of Office, the Administrative Associate provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work particularly to the OCHA senior management’s office and administrative unit. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with Administration Unit, Programme staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1.Support to effective and efficient functioning of Management’s office focusing on achievement through the following:

Administration of the Management Office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
Efficient and discreet management of Senior Officers’ schedules
Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
Familiar for the usage of automated office management system (Video Teleconference, Webex, Skype)
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Support of the high official mission such as compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
Draft routine correspondence, interoffice circulars, general briefing notes, sponsor letter, Note Verbal and minute of meetings when requested, translation when required.
Serve as alternate in the absence of Government Liaison Officer for issuing humanitarian notification for transshipment to the border

2. Support to effectiveness of management of Petty Cash (PC) focusing on achievement through the following:

Disbursement Funds are made:

when presented with a completed PC voucher form.

Original receipts and proper substantiation required for each transaction.

Approval signature by authorized approver.

PC voucher form must be signed by the payee to acknowledge that funds have been received.

All documents for disbursed funds remain with the fund until ready to replenish

Replenishment Disbursements are made through UMOJA process.

Submit an online UMOJA replenishment, t-code FV-60

All completed scanned PC voucher forms and receipts upload to assigned Cash Journal (CJ)

Reconciliation Each month, at a minimum, and at fiscal year-end (December 31)

a reconciliation must be completed using the Petty Cash Reconciliation form.

A petty cash fund should always consist of all documents for disbursed funds plus the total cash on hand equal to the exact amount of the fund issued. Retain all original PC vouchers and receipts for future reference, audit purposes

3. Support to administrative and logistical services (travel administration, organize meetings and workshops)

Arrangements of travel and hotel reservations, security clearances, online check in, preparation of travel authorizations for the senior management, processing requests for visas, identity cards and other documents.
Serve as focal point for flight booking for international flight for all staff
Administrative support to conferences, workshops, retreats, high official missions
Serve as focal point for the meeting rooms occupancy for internal usage as well as for partners
Coordination of the information sharing flow in the office and dissemination of corporate and interoffice communication to staff as required.
Follow up on deadlines, commitments made, action taken and coordination of collection and submission of the reports to the Head of Office/Deputy Head of Office/Officer in Charge.
Update and manage the contact list of Humanitarian Liaison Group (HLG) and Heads of UNCT.

4. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results

Participation in the training for the operations/projects staff on administration.
Sound contributions to knowledge networks and communities of practice.

Competencies

*Core*
Innovation Ability to make new and useful ideas work	Level 3: Adapts deliverables to meet client needs
Leadership Ability to persuade others to follow	Level 3: Proactively seeks and recognizes contributions of others
People Management Ability to improve performance and satisfaction	Level 3: Appropriately involves team in different stages of work and decision-making
Communication Ability to listen, adapt, persuade and transform	Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Delivery Ability to get things done while exercising good judgement	Level 3: Takes responsibility for addressing critical situations and delivering core value
*Technical/Functional*	Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx and hiring managers are encouraged to familiarize themselves for more information
Office Administration Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Financial Management Ability to create a process to achieve financial goals	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Operational Efficiency Ability to identify and execute opportunities to improve operational efficiency	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Event, Meeting, and Workshop Facilitation Ability to plan and organize events	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Required Skills and Experience

Education:	Bachelor’s degree in Administration/Social science or other relevant fields. Master degree is an advantage.
Experience:	3 years of relevant experience in administration or programme support service is required Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required Experience of working as Administrative Assistant is desirable. Experience in operating an ERP/SAP system is required Experience in handling of web-based management systems is an advantage Working knowledge of UN Administration regulations is an advantage. Previous work experience in an emergency setting is an advantage
Language Requirements:	Proficiency in English. Working knowledge of other UN language is an advantage
Other:	Describe any additional qualifications: Non-Smoking environment

“ A letter of interest, a UN Personal History Form (P11) filled in English, and a CV must be attached as one document to the application.”

Qualified women candidates are encouraged to apply.

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that;

human rights and gender equality is prioritized as an ethical principle within all actions;
activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
differentiated needs of women and men are considered;
inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is create;
necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.