Administrative Associate

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Job Description

Office/Unit/Project Description

UNDP Türkiye is currently “medium to large” sized Country Office and is one of the largest in its region in terms of resources, field presence and the scope of the topics covered. The Office is functioning in a matrix approach and diversified setting which requires sizeable programmatic volume and it is partnering with various traditional and non-traditional partners in order to address the increased complexities.

Under the direct supervision of the Administrative Analyst/ Head of Administration Unit and overall guidance of Assistant Resident Representative (Operations) , the Administrative Associate provides support to the overall administration and execution of varied and inter-related administrative activities in operational domain, ensuring high quality and accuracy of work. The Administrative Associate supports a collaborative, client-focused, quality and results-oriented approach and facilitates smooth interactions between CO units and administration unit ensuring, knowledge exchange and learning for staff professional development, contributing and maintaining the high-performing working climate and social cohesion in the CO.

The Administrative Associate works in close collaboration with the CO operations, projects/programme staff, HQ, Regional Offices and other UN Agencies by exchanging information, organizing joint events, supporting facilitation of training(s) on corporate and programmatic matters, and interagency knowledge sharing. The Administrative Associate also works in collaboration with the suppliers, the local authorities and partners including the Governments Institutions, Ministries, Embassies, Immigration Offices, Customs/Police Departments.

Scope of Work

The Administrative Associate will be directly responsible for successfully completing the below set of tasks within allotted, agreed-upon time frames:

Provision of effective and efficient administrative, operational and logistical support services to CO and other UN Agencies
Administer the CO eRegistry system for incoming/outgoing official documentation through the corporate intranet system and distribute the documentation to the appropriate CO or project staff
Coordinate the CO vehicle transportation and messenger services for the smooth running of the daily operational and programmatic activities
Coordinate the incoming/outgoing diplomatic materials/pouches, ensure distribution to related staff and UN Agencies and payment processes
Ensure timely and quality administrative and logistical support to Country Office (CO) , UN missions, and other resident&non-resident UN Agencies (as requested and against cost recovery of the services) including arrangements entry visa , accommodation hotel reservations, arrangement of conference and workshops facilities, venue preparations, transportations, translations services and press/media conferences etc.
Provide support for diplomatic and protocol matters including the registration of staff, organization of the shipments and customs clearance for the office/project assets and household goods and private vehicles of IP staff,
Maintain effective communications with local authorities and other UN agencies and the RCO on administrative matters
Provide support for the conduct of UN Common System Surveys including the hardsip survey , the DSA survey and Cost-of-living surveys
Ensure provision of researched information for planning of financial resources for administrative and logistical services
Contributes to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs)
Provide support to the preparation of correspondence, note verbals, directives, interoffice memo and other official communication on administrative and operational matters
Ensure provision of administrative and logistical services for the arrangement of official meetings, workshops, retreats
Contribute to the preparation of training on administrative and operational services
Provide support for the compilation of necessary reports/data for audit processes for the administrative services
Perform other admin and logistical duties as assigned by the Administrative Analyst

Provision of effective and efficient assets management and travel/event management

Coordinate the provision of reliable and quality office supplies and corporate printing materials
Conduct periodic asset and equipment review and ensure timely asset record in in Quantum
Provide support for the CO assets management, timely preparation and submission of periodic Property, Plant& Equipment (PP&E) reports, inventory reports and coordination of physical verification of PP&E and inventory items.
Coordinate and monitor the proper issuance and renewal of insurances for CO assets including UNDP vehicles and premises
Provide support for the organization of the CO missions, non-programmatic CO wide events and logistical services with/without outsourced support, including arrangements for visa issuance, accommodation arrangements/ hotel reservations, conference and workshops facilities, location preparations, transportations, translations services and press/media conferences etc.

Maintain relations with third-party service providers in administration domain and administrative support to organization of conferences, workshops, trainings and other similar events.
Ensure proper admin support is provided to the programme teams during project/program implementation covering asset management, vehicle management etc .
Support implementation of travel management policy in UNDP CO as required.
Perform the travel processor role (policy compliance check) for the CO as required.

Contribute to the knowledge sharing and CO teamwork and cohesion in the CO

Contribute to the identification of factors that enable and constrain staff’s performance in the CO in relation to key admin and operational business processes for organization of necessary trainings, workshops and learning sessions
Support the organization of training for the project/programme staff and partners on Admin and Operational Services
Facilitate organization of staff gatherings, staff retreats, programme presentations & field missions, as authorized by direct supervisor and/or CO Management.
Share the lessons learnt and provide contributions to knowledge networks and communities of practice.

Institutional Arrangement

The Administrative Associate will work under the direct supervision of the Administrative Analyst/Head of Administration Unit and overall guidance of Assistant Resident Representative (Operations), and work closely with the admin team, operations, programme & projects’ staff in the CO, with other resident & non-resident UN Agencies, Regional Offices, suppliers, local authorities and partners including the Governments Institutions, Ministries, Embassies, Immigration Offices, Customs Departments and Police Departments etc.

Minimum Qualifications of the Successful NPSA

Min. Academic Education
Secondary education is required
University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement

Min. years of relevant Work experience

Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant experience in administration or programme support services., administrative services, vehicle/logistics management, protocol and diplomatic procedures, travel/event management and asset management is required.

Required skills and competencies

Experience in the usage of computers and office software packages (MS Word, MS Excel, MS PowerPoint) and advanced knowledge of spreadsheet and database packages
Experience in handling of web-based management systems and ERP systems, preferably UNDP’s ERP platform (UNall and Quantum)
Strong interpersonal and written and oral communication skills
Desired additional skills and competencies
Demonstrated work experience in providing support to International Organizations/UN Agencies in administration, diplomatic/protocol and logistical arrangement and procedures
Demonstrated work experience with Government institutions including Ministries, Embassies and other local authorities

Required Language(s) (at working level)