Administrative Associate, GS6, Fixed Term Appointment, Istanbul, Turkey

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up.

For every child, Life

Under the supervision and guidance of the Administrative Officer, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

How can you make a difference?

Administrative Support Services

Liaises with the Common services counterparts in supporting colleagues with protocol matters, visas and registration of staff with local authorities and other administrative matters. Supports administrative induction/on-boarding formalities for newcomers

Support in asset management including timely preparation and submission of periodic inventory reports, review of assets and recommendation of physical assets for disposal and its implementation, if required

Facilitates and supports the office administration, including review of furniture and equipment needs, repairs or adjustments to the office

Monitors budgets and financial expenditures of section, through preparation of reports and reference documents, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.

Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.

Carries out transactions in VISION (SAP based ERP system) pertaining to grants for his/her section

Work Planning & Budget monitoring (specialized)

Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.

Undertakes basic research and performs comparative analysis of project related data.

Monitors budgets and financial expenditures of section, through preparation of reports and reference documents, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.

Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.

Procurement

Supports management and timely procurement and distribution of administrative supplies and office equipment

Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s and processing necessary transactions in VISION, making necessary logistical arrangements.

Maintains up-to-date section specific vendor lists, partners, and consultant rosters.

Supports with formalities related to customs clearance and shipment of office supplies, if required

Communications & Workflow

Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.

Manages incoming and outgoing correspondence, e-mails and telephone calls.

Communicates routine and some non-routine information pertaining to the work of the team.

Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

Arranges meetings where necessary and takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

Events/Logistics

Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.

Arranges times through liaising with participants over availability. Liaises with budget focal points and section over costs and needs.

Prepares background materials for participants and uploads cleared materials on the intranet. Prepares and maintains agendas on meetings and events related to the work group commitments.

Travel

Provides travel arrangements assistance to colleagues in the section based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.

Briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s ERP system to ensure accurate transactions related to travel costs and staff travel.

Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records. Monitors travel certification and report back to the team.

Invoice Processing and SAP transactions

Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION. Uploads electronic files and verifies results to destination system.

Responds to client transaction status and other inquiries.

Carries out transactions in VISION (SAP based ERP system) pertaining to the budges for his/her section.

To qualify as an advocate for every child you will have…

1. Education:

Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

2. Experience:

A minimum of 6 years of relevant administrative or clerical work experience is required.

3. Skills

Advanced working experience using MS Word, Excel, PowerPoint and SharePoint; knowledge of integrated management information system is a strong asset.

In-depth knowledge of UNICEF organizational structure, administrative policies and procedures is desirable. Organizational, planning and prioritizing skills and abilities.

Ability to deal patiently and tactfully with colleagues and counterparts.

High sense of ethics, initiative and good judgment.

Ability to work effectively with people of different national and cultural background.

d. Language Requirements:

Fluency in English and Turkish is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio- economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.