Administration Assistant SC5 - Istanbul

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WFP is the Largest Humanitarian Organization in the World and 2020 Nobel Peace Prize Winner!

WFP Turkey Country Office is looking for Administration Assistant SC5 based in Istanbul/Turkey. Apply no later than 08 June 2022!

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Language: Fluency (level C) in English and Turkish.

Experience: Two years of progressively responsible support experience including at least one year in the field of finance, accounting, procurement, evaluation, audit or administrative services or other related field

KEY ACCOUNTABILITIES (not all-inclusive)

1. Raises travel documents in WINGS, prepares WFP liability ticket options, makes hotel reservations, arrange airport transfers.

2. Assists in creation of vendors, purchase requisitions, managing invoices for goods and services, processing of Service Entry Sheet/ITS, and compares expenditures with the approved budget.

3. Assist in updating and maintaining AMR/GEMS/MMC reporting.

4. Provide hospitality/catering/logistical support for meetings/conferences organized by requesting units.

5. Manage and maintain paper and electronic records within the area of responsibility following established procedures, to ensure swift and easy data access as required.

6. Collate and process information, including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.

7. Be a first point of contact for internal administration queries, to facilitate the provision of efficient and effective resolution of daily issues.

8. Assists in the preparation of administration note for visiting consultants/experts, missions, delegations, and manage MSLS payments.

9. Update Fleet Management System (FMS) and manage vehicle requests, logbooks and prepares overhead costs of TRCO vehicles and submits to HQ.

10. Assists overview of cleaning service provider.

11. Keeps stock management of visibility items and distribute them to staff when required.

12. Provide IT support to the users in Istanbul Office (to be supported by the IT Unit)

13. Any other administrative-related duties.

ORGANIZATIONAL CONTEXT

The subject position is located in the Istanbul Area Office in Turkey. The incumbent reports to the Head of Istanbul Area Office and technically reports to the Administration Officer in Ankara.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. Specialised Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
• Has supported in providing ad-hoc guidance to new staff members

TERMS AND CONDITIONS

Remuneration: A competitive compensation and benefits package is offered.

Annual Leave Entitlement : 1.83 days per month.

Medical Insurance: Private comprehensive medical insurance plan for staff members and dependents (spouse, child or children)

Duration of the contract: 12 months (renewable)

DEADLINE FOR APPLICATIONS

Deadline: No later than 08 June 2022 Nationality and Residency: The applicant should be either a Turkish national or have a valid Turkish residence.

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Female applicants are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.