Administrative Assistant – Gender Responsive Budgeting and Planning



Advertised on behalf of :

Location : Ankara (Based in Directorate General of Women's Status/Ministry of Family Labour and Social Services), TURKEY
Application Deadline :14-Dec-20 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Feb-2021
Duration of Initial Contract :1 year with possibility of renewal

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

UN Women (the United Nations Entity for Gender Equality and the Empowerment of Women), grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

In Turkey, in line with the overall UN Sustainable Development Cooperation Framework and with  the UN Women Country Strategic Note (2019-2022), UN Women works towards three overarching goals:  1) Women lead, participate in, and benefit equally from governance systems;  2) All women and girls live a life free from all forms of violence; 3) Women and girls contribute to and have greater influence in building sustainable peace and resilience and benefit equally from the prevention of natural disasters and conflicts and humanitarian action. In line with the first goal of the Country Strategic Note, UN Women supports the application of gender responsive budgeting at the central and local level. 

Gender-responsive budgeting (GRB) is a well-recognized strategy and powerful tool to advance gender equality and women’s empowerment. It enables governments to effectively reduce gender inequalities through policies, plans and budgets that address equally the specific needs and priorities of women and men, including the most excluded.  It improves the effectiveness of public spending and strengthens accountability by urging for the creation of transparent budgets. UN Women has spearheaded and supported GRB interventions in more than 75 countries and has recognized global, regional and country-level technical expertise in this area.

In Turkey, in the past years, UN Women has partnered with the Turkish Grand National Assembly to XXX. At the local level, jointly with UNDP, it has supported the integration of gender perspective into strategic plans and budgets in selected municipalities and the establishment of specific units dedicated to the advancement of women’s rights.

Building on these initiatives, UN Women will embark on a new three-year project “Implementing Gender-Responsive Planning and Budgeting in Turkey” as of December 2020, funded by the European Union and the main beneficiary of which is the Ministry of Family, Labour and Social Services (MoFLSS) - General Directorate on the Status of Women (GDSW) whereas the co-beneficiary is Presidency of Turkey - Presidency of Strategy and Budget (PSB). The project aims to increase financing for GEWE through strategic partnerships, providing tailored technical assistance and guidance, and building institutional capacity and knowledge. It is designed to support selected line Ministries as well as four selected pilot municipalities (Kocaeli Metropolitan Municipality, Eskisehir Metropolitan Municipality, Gaziantep Metropolitan Municipality, Edirne Municipality). The project will benefit from international expertise and close linkages with UN Women’s Regional Programme “Transformative Financing for Gender Equality in the Western Balkans” as well as other relevant initiatives.

Under the supervision of the Team Leader (Programme Specialist (NOC)), the Administrative Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. S/he will be based in The Ministry of Family, Labour and Social Services (MoFLSS) and provide general administrative and logistical support to the Implementing Gender-Responsive Planning and Budgeting in Turkey Project in accordance with UN Women rules, regulations, policies, and strategies. The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant works in close collaboration with the MoFLSS and project staff and the UN Women Operations team to ensure consistent service delivery.


Duties and Responsibilities

1.       Provide general administrative and logistical support to Implementing Gender-Responsive Planning and Budgeting in Turkey Project in accordance with UN Women rules, regulations, policies, and strategies in close collaboration with MoFLSS staff

  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
  • Provide administrative support to conferences, workshops, retreats;
  • Provide administrative support to the implementation of Human Resources services
  •  Maintain filing system ensuring safekeeping of confidential materials.
  • Maintain mailing lists
  • Provide support in identifying sources and gather and compile data and information for the preparation of documents, guidelines, speeches, and position papers, in collaboration with the project team.
  • Translate documents from English to Turkish and vice versa whenever needed.

2.       Provide administrative support to office and assets management

  • Maintain records on assets management and office stationery supplies and prepare required reports;
  • Maintain files and records relevant to premises of UN Women and MoFLSS and related maintenance;
  • Prepare Request for Quotations, Invitation to Bids or Request for Proposal (RFP) documents, receipt of quotations, bids or proposals, their preliminary evaluation and prepare non-PO vouchers for the project.

3.       Provide administrative support to knowledge building and knowledge sharing

  • Provide administrative support to the organization of trainings for the office staff and partners on project and operations related issues.

Key Performance Indicators

  • Adherence to UN Women rules and regulations;
  • Quality support to conferences and events;
  • Quality organization of files and reports;
  • Timely support to team.


Competencies

Core Values: 

  • Respect for Diversity 
  • Integrity 
  • Professionalism 

Core Competencies: 

  • Awareness and Sensitivity Regarding Gender Issues 
  • Accountability 
  • Creative Problem Solving 
  • Effective Communication 
  • Inclusive Collaboration 
  • Stakeholder Engagement 
  • Leading by Example 

Functional Competencies

  • Ability to administer administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good knowledge of administrative rules and regulations;
  • Good IT and web based management skills.


Required Skills and Experience

Education and Certification:                                         
  • Completion of secondary education is required.
  • Bachelor’s degree in Business Administration or related fields is an asset.
Experience:
  • Minimum five years of progressively responsible experience in administration, procurement, or logistic support service.
  • Minimum two years of previous experience in providing administrative support to EU or UN projects is an asset. 
  • Knowledge of and experience in using office software packages (MS Word, Excel, etc) and spreadsheet and database packages, experience in handling of web-based management systems.
  • Experience in the use of ATLAS is an asset.
Language Requirements:
  • Fluency in English and Turkish

 

Application Procedure:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment.

Kindly note that the system will only allow one attachment, please combine all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.  

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.



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