Administrative and Programme Assistant - Turkish Nationals Only

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

Background

I. Organizational Context

UN 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. Placing women's rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides support to Member States’ efforts and priorities in meeting their gender equality goals and for building effective partnerships with civil society and other relevant actors.

In Türkiye, in line with its global Strategic Plan (2022-2025) and Country Strategic Note (2022-2025), and the overall UN Sustainable Development Cooperation Framework for Türkiye (UNSDCF) (2021-2025), UN Women works towards the overarching goal of “Women and girls including those at greatest risk of being left behind fully exercise their human rights, enjoy a life free from violence and discrimination, and lead, influence and benefit from sustainable and inclusive socio-economic development towards the advancement of gender equality in Türkiye.” UN Women works in four thematic areas: (i) governance and participation in public life; (ii) women’s economic empowerment; (iii) ending violence against women and girls; and (iv) women, peace and security, humanitarian action and disaster risk reduction. UN Women contributes to three UNSDCF outcomes: 1) Women and girls have improved and equal access to resources, opportunities, and rights, and enjoy a life without violence and discrimination; 2) By 2025, Persons under the Law on Foreigners and International Protection are supported towards self-reliance. 3) By 2025, governance systems are more transparent, accountable, inclusive and rights-based with the participation of civil society, and quality of judicial services is improved.

Towards these goals, UN Women implements programmes and projects that aim to advance gender equality, improve women’s access to opportunities, rights and services in political, social and economic life and combat gender stereotypes, discrimination and violence, as required by international and national legal and policy commitments. UN Women collaborates with numerous partners – central and local level government authorities, civil society organizations, including women’s organizations and platforms, academia, private sector companies, other UN agencies. It commits itself to the Leaving No One Behind principle, by supporting targeted actions to remove the obstacles that marginalized and vulnerable groups of women face in accessing their rights and to promote them as agents of change.

Reporting to UN Women Türkiye Country Director, Administrative and Programme Assistant is responsible for providing a variety of administrative support to the Country Director and the Deputy Country Director with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. He/She works in close collaboration with programme and projects staff, Operations team, other UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas. to ensure consistent service delivery.

Duties and Responsibilities

II. Key Functions and Accountabilities

1. Provide Programme Support to UN Women Türkiye Country Office

• Provide effective communication and information management support to the Country Director, and facilitate flow of information and communication between the UN Women Country Director and the Programme Managers
• Facilitate the Country Director’s interaction with various external partners through collaborative and proactive relationships
• Organize, compile and process information from the programme team, and keep track of the information through databases and e-filing
• Support the programme team in the tracking of and reporting on mobilized resources.

2. Provide Administrative and Operational Support to UN Women Türkiye Country Office

• Arrange Country Director and Deputy Country Director`s travels, initiate travel authorization for approval, reserve flight schedules, identify and book accommodations, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
• Create requisitions in Quantum for receipt of goods and services, including making budget check for requisitions, POs and vouchers.
• Coordinate Driver’s distribution by managing the calendar of requests for driving services;
• Provides advice and guidance to staff with respect to administrative procedures, processes, and practices;
• Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
• Provide administrative support for meetings, events, and workshops; including assembling briefing materials and preparing PowerPoint presentations for Country Director for meetings, missions, and other key events.
• Monitor and maintain Country Office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
• Provide administrative support to the Country Office property management.
• Maintain and organize up to date files for easy access and retrieval; and
• Ensure safekeeping of confidential materials.

3. Provide secretarial support to the UN Women Country Director

• Provide support to Country Director`s external relations activities, ensuring protocol matters, receiving high ranking visitors/officials, coordinating logistical arrangements related to visits.
• Provide effective communication and information management support to the Country Director, including drafting routine correspondence and interoffice circulars, maintaining and organizing up to date files for easy access and retrieval.
• Assemble briefing materials and prepare PowerPoint presentations for the Country Director for meetings, missions, and other key events;
• Manage the UN Women Country Director’s calendar and schedule of appointments and meetings;

4. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

Supervisory/Managerial Responsibilities: Administrative and Programme Assistant will not supervise any staff. The contractor will report to and work under direct supervision of the UN Women Country Director.

Competencies

III. 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

Please visit this link for more information on UN Women’s Core Values and Competencies:

https://www.unwomen.org/en/about-us/employment/application-process#_Values

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

IV. Recruitment Qualifications

Education and Certification:

• At least bachelor’s degree in business administration, social sciences or related field

Experience

• At least 2 years of experience in secretarial, administrative, procurement or logistics support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
• Experience in the UN agencies and/or international organizations is an asset
• Experience in the use of Quantum or any ERP would be an asset.

Languages

• Fluency in English and Turkish is required.

The application package for the position should consist of:

• Duly filled in Personal History Form (P11) that can be downloaded from UN-Women-P11-Personal-History-Form.doc (live.com)
• CV
• Motivation Letter.

How to Submit the Application:

• Download and complete the UN Women Personal History Form (P11)- UN-Women-P11-Personal-History-Form.doc (live.com)
• Merge your UN Women Personal History Form (P11), CV and Motivation Letter into a single file. The system does not allow for more than one attachment to be uploaded.
• Click on the Job Title (job vacancy announcement).
• Click 'Apply Now' button, fill in necessary information on the first page, and then click 'Submit Application;'
• Upload your application/single file as indicated above with the merged documents (underlined above).
• You will receive an automatic response to your email confirming receipt of your application by the system.

Notes:

• UN Women retains the right to contact references directly. Due to the large numbers of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.
• Applications without the completed UN Women P-11 form will be treated as incomplete and may 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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