Administrative Associate

Volunteering Admin Logistics & Procurement

Overview

Provide administrative, logistical, and secretarial support while maintaining confidentiality.

You have:

• 3 years of relevant experience in administration, finance or office management required.
• Proficiency in current office software applications and corporate IT systems required.
• Working experience with an international organization is an advantage.
• Familiarity with UN procedures and working methods is an advantage.
• Experience in organizing events is an advantage.
• Experience in processing payments is an advantage.
• Knowledge of Atlas/PeopleSoft or other ERP application is an advantage.

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.

The Administrative Associate will be based at the UNFPA Gaziantep Project Office. Under the overall supervision of the Finance Analyst, the UN Volunteer will offer administrative, logistical, and secretarial support while maintaining full confidentiality in all aspects of the assignment. This includes ensuring proper protocol procedures, managing information flow, and following up on deadlines and commitments.

Under the overall guidance of the Finance Analyst the UN Volunteer will undertake the following tasks:

A. Management of project operational requirements: -Adapts processes and procedures, anticipates and contributes to the management of operational requirements of programme/project inputs in terms of contracts, equipment, customs/asset/vehicle management, and other programme and project-related events to facilitate programme/ project delivery; -Contributes to the implementation of operational strategies through full compliance of administrative activities with UNFPA rules, regulations and policies; -Proposes procedures to improve internal controls and efficiency and respond to audit issues with regards to administration, procurement and asset management; -Supports recruitment and selection process by applying best practice HR tools and mechanisms; -Implements corporate systems and applications in support of country office operations, creates systems and mechanisms for effective management of UNFPA resources, and advises and trains project staff -Effectively executes and coordinates protocol matters, registration of staff, liaison with local authority on administrative matters; -Reviews procurement requests and coordinates procurement procedures (including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals,their preliminary evaluation) for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions; -Administers the petty cash system and ensures appropriate record keeping; - Supervises clerical and support staff.

B. Management of UN common premises/services -Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies, managing contracts, following-up processes and maintaining up-to-date records; -Monitors effective implementation of common service contracts, reviews and prepares material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc.

C. ERP Functions and Roles -Performing relevant Quantum role as a “Buyer” for issuing of purchase orders concerning procurement of services/goods and travel related costs; -Maintains the vendor portal; -Actively support Quantum transition process.

D. Other tasks -Carry out UNFPA security related functions and act as focal point as delegated; -Undertakes other financial and administrative tasks on an ad hoc basis; -Performs other duties as required.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day, 5th of December).
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
• Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities (for instance at https://vra.unv.org),
• Contribute articles/wrjte-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.
• Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Values: • Exemplifying integrity • Demonstrating commitment to UNFPA and the UN system • Embracing cultural diversity • Embracing change

Functional Competencies: • Providing procurement services • Ensuring facilities and assets management • Managing data, documents, correspondence and reports • Managing information and workflow • Planning, organizing and multitasking • Supporting financial data analysis

Managerial Competencies: • Providing strategic focus • Engaging internal/external partners and stakeholders • Leading, developing and empowering people/ creating a culture of performance • Making decisions and exercising Judgment

Core Competencies: • Achieving results, • Being accountable, • Developing and applying professional expertise/business acumen, • Thinking analytically and strategically, • Working in teams/managing ourselves and our relationships, • Communicating for impact

Furthermore: • Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

• 3 years of relevant experience in administration, finance or office management required.
• Proficiency in current office software applications and corporate IT systems required
• Working experience with an international organization is an advantage
• Familiarity with UN procedures and working methods is an advantage
• Experience in organizing events is an advantage
• Experience in processing payments is an advantage
• Knowledge of Atlas/PeopleSoft or other ERP application is an advantage

The UN Volunteer will be based in Gaziantep and responsible for arranging his/her own housing and other living essentials.

The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos. You can check full entitlements at the duty station at https://app.unv.org/calculator.

Summary of National UN Volunteer (National Specialist) Entitlements: Paid in Local Currency • Current Monthly Living Allowance (MLA) is USD 1,360 (Paid in Turkish Lira) • Private insurance: Health, dental, life and dismemberment coverage by CIGNA As per the UN’s diplomatic mission status, it is not included in the National Security Institution’s (SGK) system, but can only be initiated on a private basis by UN Volunteers. • Entry allowance (one-time payment): USD 400 (Paid in Turkish Lira) • Exit allowance: USD 113 per month and upon the satisfactory completion of assignment (Paid in Turkish Lira) • Annual leave: 2.5 days accrued per calendar month • Free access to different learning platforms and UN & UNV network

Notes: 1) The allowances are in no way to be understood as compensation, reward or salary in exchange for the volunteer work. 2) It's important to note that UNV assignments are volunteer assignments, not employment.

The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment, and contractual type and category, the payment of allowances will begin from the date of Commencement of Service For more information on entitlements please read the Condition of Service (https://explore.unv.org/cos).

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org