UNMM - Senior Administrative Associate


Lieu : Gaziantep, TURQUIE
Date limite de candidature :21-Jul-20 (Minuit New York, États-Unis)
Type de contrat :Service Contract
Niveau du poste :SC-7
Langues requises :
Anglais  
Durée prévue de la mission :5 months with possibility of extension

Historique

This position is part of the UN Monitoring Mechanism (UNMM) established by the United Nations Security Council (SC) through SC resolution 2165. It is located in the office of the UNMM in Gaziantep, Turkey.

Under the overall guidance of the Chief and the direct supervision of the Administrative and Finance Officer, the Senior Administrative Assistant will provide support to the operations of the monitoring team, performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Senior Administrative Assistant is expected to promote a client, quality and results-oriented approach.

The Administrative Assistant will work in close collaboration with the local OCHA and UNDP offices and liaise with other UN agencies and national authorities as appropriate.


Devoirs et responsabilités

General Administration 

  • Draft routine correspondence;
  • Maintain files with rules, regulations, administrative instructions and other related documentation; 
  • Ensure UNMM work files are up-to-date.

Transport and Logistics

  • Act as a focal point for transportation, by managing the pool of drivers and the fleet of vehicles.
  • Replenish stationary and office supplies;
  • Provide support in office space planning, coordinating space rearrangements and eventual moves;
  • Organize and coordinate administrative and logistical arrangements for meetings.

Assets management

  • Conduct physical inventory counts of expendable and non-expendable inventory;
  • Receive goods from vendors and record them in the electronic systems as required;
  • Maintain the related records and database;
  • Ensure safekeeping of inventory stocks;
  • Issue and return assets from/into stock;
  • Ensure write-off procedures are completed and well documented;
  • Assist in the disposal of equipment.

Human Resources Management 

  • Support the administration of the UNMM’s human resources, ensuring full adherence with regulations and procedures; 
  • Enter and maintain administrative data and records for time management, attendance and performance appraisal;
  • Review entitlement-related claims and reports and ensure follow-up; 
  • Support staff recruitment by completing recruitment forms, liaising with UNDP on recruitment procedures, verifying the eligibility of candidates and coordinating the provision of personal documentation of candidates;
  • Assist in the extension of contracts;
  • Update staffing information in relevant databases and maintain personal files;
  • Ensure orderly check-in and check-out of staff.

Budget and Finance 

  • Support in monitoring the status of expenditures and allotments, record variations, update budget tables. 
  • Support in reviewing the status of relevant expenditures and compare with approved budget. 
  • Prepare and follow up on requisitions for goods and services to ensure (a) availability of funds and (b) that expenditures are charged against correct budget lines; 
  • Assist in the preparation of budget performance submissions. 
  • Prepare statistical tables and standard financial reports, when requested.
  • Assist in the management, reconciliation and replenishment of petty cash.

Protocol matters

  • Advise staff on visa requirements ;
  • Coordinate with OCHA the issuance of visas and residency permits;
  • Coordinate issuance of customs clearance forms for imported and exported equipment;
  • Update the database on the status of protocol matters.

Contract Administration and Procurement

  • Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services. 
  • Verify the contractors' invoices against the goods and services provided by the contractor. 
  • Prepare and follow up on the payment of contractors' invoices and monitor payments. 
  • Seek quotations for goods and services and prepare vendor comparison tables;
  • Support the evaluation of vendor performance;
  • Maintain vendor database and registration.

Travel

  • Serve as a focal point for travel related issues;
  • Prepare, process and follow up on administrative arrangements and forms related to the official travel of staff and consultants by raising travel authorizations and expense reports;
  • Liaise with the travel agents regarding booking;
  • Follow up on the status of payments.

Communication

  • Ensure telephone and internet connection services are sustained;
  • Liaise with ICT support providers regarding the maintenance of the local ICT system;
  • Monitor private vs official calls, prepare private telephone billing, and maintain statistics and refund records.

Programme Assistance 

  • Support the organization of events and activities of the UNMM`s plan-of-work. 
  • Participate in relevant meetings and events of UN country teams where necessary;

The work plan of the UNMM is implemented effectively and efficiently, by providing administrative support to all staff in the assigned areas of responsibility.

The Senior Administrative Associate reports to the Administrative and Finance Officer.


Compétences

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 

Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.


Qualifications et expériences requises

Minimum Qualifications and Experience:

Bachelor’s degree with 7 years of progressively responsible experience in administration, finance, procurement, human resources management, or other related area is required.

Education:

 Bachelor’s degree in Social Sciences, Business & Public Administration or related field is desirable.

Language requirements:

Fluency in English and Turkish is required.

Computer skills:

Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web based management systems such as Umoja and Atlas is desirable.

“ 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.


Le PNUD s’engage à recruter un personnel divers en termes de genre, de nationalité et de culture. Nous encourageons de même les personnes issues des minorités ethniques, des communautés autochtones ou handicapées à postuler. Toutes les candidatures seront traitées dans la plus stricte confidentialité.

Le PNUD ne tolère pas l’exploitation et / ou les atteintes sexuelles, ni aucune forme de harcèlement, y compris le harcèlement sexuel, et / ou toutes formes de discrimination. Tous/tes les candidats/tes selectectionnes /ées devront ainsi se soumettre à de rigoureuses vérifications relatives aux références fournies ainsi qu’à leurs antécédents.


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