Administrative Associate

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

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.

UN Women Regional Office for the Europe and Central Asia (ECA) region was established in Istanbul, Turkey, at the beginning of 2014 as a part of the UN Women’s new regional architecture. Much progress has been made since the establishment, but at the same time, the Regional Office faces high expectations and demands from partners at both regional and country levels as well as from UN Women Field Offices. To this end, UN Women ECA Regional Office (RO) would like to bring on board a procurement-focused Administrative Associate to provide substantive support to regional office operations and initiatives, particularly in relation to supporting UN Women’s work on programme implementation of the Regional and Programme Offices.

Reporting to the Operations Manager, the Administrative Associate (National Specialist) supports the Office Operations by performing a variety of standard procurement and administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Within the delegated authority and under the supervision of Procurement Associate or his/her designated mandated representative(s), the UN Volunteer will:

Provide administrative support to processing and facilitating proper documentation management • Store, manage, and track documents in a SharePoint database; • Maintain hard and electronic filing system ensuring safekeeping of confidential materials including documentation, record retention, and retrieval in line with record management procedures; • Route documentations from Country Offices to the proper unit for processing, as required.

Provide administrative support to procurement • Preparation of Purchase Orders and contracts in and outside Atlas or new Oracle ERP system, preparation of Recurring Purchase orders for contracting of services, and create vendor profiles in Atlas; • Processing micro-purchase procurement processes; • Processing procurement/solicitation through the e-procurement system (In-tend or Oracle); • Carry out and oversee the Purchase Orders (PO) closure and receipt accrual on monthly, quarterly and yearly basis (or as required) in fully compliance with International Public Sector Accounting Standards (IPSAS). Review cases in e-procurement system and provide guidance to offices on procurement processes • Organization of procurement and supply chain processes, including preparation and conduct of RFQs, ITBs and RFPs, opening and evaluation of tenders, coordinate contract negotiations (as required), prepare request for award of contract for the review and approval of relevant authorities, in full compliance with UN Women regulations and rules • Support Procurement Associate and or Analyst on review of procurement processes conducted by projects; submissions to the Regional Procurement Review Committee (R-PRC), and organization of R-PRC meetings. • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation. • Elaboration of proposals and implementation of cost saving and reduction strategies in the area of supplies and administration in consultation with office management. • Follow up with internal and external audits and ensure that appropriate response is provided, and actions are taken regarding all aspects of procurement • Under close supervision of Operations Manager and Procurement Associate and or Analyst preparation and consolidation of project, country, and regional level procurement plans and their implementation monitoring.

Provide administrative support to new ICT systems and tools relating to admin support • Provide administrative support in the review, development and roll-out of the new ERP system • Provide support in the use of UN Women online applications for admin support such as ATLAS, Oracle, SharePoint, OneApp to ensure online filing of all supporting documents used by the office in relation to the above activities. • Support UN Women ECARO teams based on instruction from the ECARO Operations Manager or the delegated official. • As needed, support in the training relating to procurement and new/current ICT systems. • Provide technical guidance to RO and Region on ERP systems Provide administrative support to knowledge building and knowledge sharing • Facilitate trainings to personnel in administrative areas. • Facilitate trainings for to personnel in COs and PPs on e-procurement and ERP system; • Support in the development of materials in areas of training; • Contribute to the development of new tools, systems, SOPs, templates on administrative processes other areas of support

Key Performance Indicators: • Adherence to UN Women rules and regulations; • Timely and quality procurement services; • Quality support to conferences and events; • Quality organization of files and reports; timely routing of documents; • Timely support to team.

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.

procurement and administration support required.

Turkey is an upper middle-income country, with highly-urbanized cities and well developed infrastructure systems. Most of Turkey is assessed to be at security level 1-Minimal. Security level 2 Low applies to Ankara and Istanbul.
Seismic activity remains one of the primary hazards in Turkey. Turkey’s population of nearly 81 million is almost entirely Muslim. Turkish is the official language. English predominates as the second language. The post will be located in Istanbul, which has a population of around 15M people, and straddles the European and Asian continents.
Istanbul is a UN Hub for the Europe and Central Asia Regional Offices of several UN agencies, including UNDP, UNFPA, UN Women among others. There is a lively and large group of international community. Istanbul International Airport and Sabiha Gokcen Airport have direct connections with all European, Central Asian and global cities. Istanbul provides modern services and entertainment opportunities and an elaborate medical services system. Healthcare is exceptionally good with various public and private hospitals with experienced doctors and medical staff, some of whom speak English. No specific vaccination is required to enter Turkey. Considering the rapidly changing pandemic situation in Istanbul, travellers should consult the receiving entity or the partner UN Agency, or UNDSS about the latest travel requirements/restrictions.