Administrative Associate

overall guidance and supervision of the Head of Administrative & Finance Unit, the Administrative Associate provides the overall administration and execution of varied and inter-related operational activities in large offices, 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 Operations, Programme, and Projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Please note that applicants applying for UNOCHA Local Fixed Term positions must be Turkish Citizens. Only candidates holding Turkish Nationality and who meet the recruitment qualifications in terms of education, experience, and language skills as advertised through the Job Description, should apply online and submit one application.

Only short-listed candidates will be contacted. Qualified female candidates are encouraged to apply. Visit www.unocha.org for additional information on UNOCHA.

Functions / Key Results Expected:

Human Resources Management Activities of the OCHA Türkiye office through related actions:

• Ensures full compliance of operations with UN rules, regulations, and policies, effective implementation of corporate operational strategies, achievement of management targets, monitoring, and reporting of results.
• Liaises with the UNDP Country Office (Finance & Procurement, Protocol units) to ensure that the provision of all OCHA-related administrative support services is implemented/delivered in an efficient and timely manner.
• Responsible as the focal point for the recruitment process for national personnel and work collaboratively with the hiring unit including ensure the post is classified, arrange job advertisements, prepare recruitment strategy, longlist, prepare of scorecards, shortlisting, arrange for written test in collaboration with IT team, arrange interview schedules, and notify the candidates accordingly.
• Responsible as the focal point for the preparation of CRP (Compliance Review Panel) submission documents including reference checks, academic checks, preparation of recruitment summary, etc.
• Support new staff during the onboarding, ensure new staff complete action needed in UNALL portal.
• Responsible as first responder on HR issues such as recurring contracts of National Staff (including within grade increment etc.), requesting PAF (Personnel Action Form), and resignations, update staff list, update organigram in collaboration with IM unit.
• Provide support in the facilitation of MFA ID card applications and visa issues of the staff in Gaziantep in collaboration with the administrative staff in Ankara.
• Provide orientation to new staff on how to access INSPIRA for Performance Evaluation
• Serve as the focal point for requesting Global Index number and HR Mini Mastering processing for creating staff profiles in UMOJA.
• Ensure all staff documents are up to date such as ID cards and certificates.
• To verify and submit monthly overtime calculations for national staff and send them to the respective unit for payroll preparation.

Travel Arrangements and Administrative Responsibilities of OCHA Syria in Türkiye through:

• Serve as Travel Administrator for staff with no role of ESS in UMOJA (national staff and consultant) which covers raising TR, ensure all requirement for TR are complied.
• the Expense Reports and Stand-Alone Expense Reports on time, once the traveler shares the related documents.
• Provide induction for the new staff about the Travel procedures of OCHA Syria in Turkey and help international staff about how to use UMOJA ESS.
• Follow up on visa processing and related travel documents for international /national staff.
• Assist staff on the Rest and Recuperation request.

Follow up payment transactions for OCHA Syria in Türkiye by entering the MIR7 and MIR4 to complete the below payments:

• To comply with the payment activities by the OCHA rules and regulations in the UMOJA portal
• to ensure timely payments of Rental costs for office premises including A and B Blocks and parking lot.
• to complete the payments of International and national Consultant payments in a timely manner after receiving the whole documents including the final/mid-performance report by the hiring unit and approval for the receipt of service
• to ensure the monthly payments of utilities including electricity, water, and gas with the issued FAs through respective finance departments promptly
• to ensure monthly payments of mobile communication, internet, unarmed security services, and fuel costs on time
• to ensure timely payments of the procured services and goods for the office needs

Support knowledge building and knowledge sharing focusing on the achievement of the following results:

• Briefing staff members on general HR rules, mandatory training, and travel arrangements: provision of advice and administrative support.
• Sound contribution to knowledge networks and communities of practice.
• Participate as an active member of the HR working group.
• Any other duties assigned from time to time within the administration.

Recruitment Qualifications:

Education:

• Bachelor’s degree or equivalent in political science, social science, international studies, public administration, economics, or other related fields with 3 years or relevant experience is required. Secondary education with 6 additional years of relevant experience can be accepted in lieu of bachelor’s degree.

Experience:

• A minimum of 3 (three) years of relevant experience in Administration, Human Resources or  programme support service is required.
• Experience with the UN and NGOs is desirable.
• Experience in the use of computers (Windows, MS Word, Excel/Spread sheets, the internet/Web) and office software packages and handling of web-based ERP system (e.g. Atlas, PeopleSoft, UMOJA and Inspira,) etc. is desirable.
• Familiarity with and good knowledge of the emergency operation is desirable.

Language Requirements:

• For this position advertised, fluency in English and Turkish (both oral and written) are required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/18351