Senior Administrative Associate, GS-7, FT, Istanbul Common Services, Turkiye, #127417

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, equality

Under the direct supervision of the Administrative Officer, Senior Administrative Associate undertakes administrative management support services in UNICEF Global Office in Istanbul. The incumbent assists in ensuring efficient and cost-effective administrative support services, including crucial role in event, meeting coordination and support, providing guidance to administrative staff as well and supporting staff in office administrative assignments. Senior Administrative Associate ensures the office’s administrative operations and services are in compliance with the organization’s administrative policy, procedures, rules and regulations.

How can you make a difference?

• Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the country or sub-country levels.
• The budget preparation and implementation are properly administered in administrative management and services.
• Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.
• Property management of administrative supplies, office equipment, vehicles and other properties is effectively performed.
• All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.
• Staff capacity is enhanced through active staff learning/development programmes in the area of administrative support and services.
• Effective working relations are maintained with other agencies, local authorities and implementing partners.
• Any other assigned administrative support responsibilities and services are effectively carried out and delivered.
• Coordinate and provide comprehensive support for all events hosted or participated in by the organization in Istanbul. This includes logistical arrangements, venue coordination, liaison with vendors, and ensuring a seamless execution of events. Collaborate with internal teams and external partners to guarantee that all administrative aspects of events align with organizational standards and contribute to the overall success of each occasion.

KEY ACCOUNTABILITIES and DUTIES & TASKS 

1- Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the country or sub-country levels.

• Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ supervisor.
• Supports supervisor and the head of the office, and updates staff on administrative policies, procedures rules and regulation. 
• Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
• Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
• Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
• Provides administrative support and services to sub-country (zone) offices and out postings, where applicable, including preparation and funding of service contracts, preparations of PGMs for all admin supplies and guidance on administrative procedures.

2. The budget preparation and implementation are properly administered in the area of administrative management and services.

• Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes.
• Assists zone offices in the establishment and maintenance of administrative services and the administrative budget.                                     

3. Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.

• Assists Chief Operations and/or Chief of Field offices in the establishment and maintenance security arrangements and related administrative services.

4. Property management of administrative supplies assistance ensures, office equipment, vehicles and other properties is effectively maintained

• Supports management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable.
• Assists supervisor in Property Survey Board submissions, preparing minutes of meetings.
• Assists supervisor in executing PSB recommendations approved by the Head of Office.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards, 

5. All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.

• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
• Contributes to the reviews of contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required.
• Monitors payments against contractual obligations.

6. Staff learning and development

• Develops training activities to ensure effective performance and efficiency in admin services management.  Implements effective staff learning and development programme activities for capacity building. Contributes to workshops for staff’s competency building, staff learning and development, career development.

7. Partnership, coordination and collaboration

• Support effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization.
• Cooperates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).

8. Event Coordination Responsibilities:

• In the capacity of Operations Associate, the role involves comprehensive event and meeting support for all organizational activities in Istanbul. This includes: Planning and coordinating transportation, accommodation, and other logistical needs.
• Selecting and setting up appropriate venues in alignment with organizational standards.
• Communicating and collaborating with vendors for successful event execution.
• Ensuring smooth event execution through real-time problem-solving and coordination.
• Working closely with internal teams and external partners for cohesive event planning.
• Adhering to organizational standards, policies, and procedures in all event aspects.
• Playing a pivotal role in contributing to the overall success of each event, enhancing the organization’s image and stakeholder relationships.

9. Performs any other duties and responsibilities assigned as required.

Technical Knowledge and Skills

 a) Common Technical Knowledge Required

• Principles of office management, operations management, programme management and administration
• IT Skills and working knowledge of UNICEF SAP/HR, WEB HRIS, MICROSOFT – Excel, PowerPoint and Word software.
• Administrative service management’s goals, visions, positions, policies, and strategies
• Supply operations, logistics and purchasing administration.
• Rights-based and Results-based management
• UNICEF emergency programme policies, goals, strategies, approaches and procedures

 b) Specific Technical Knowledge Required

• UNICEF administrative service management’s policies, procedures and guidelines in the manual as relevant, in the context of the country situations and conditions of work.
• UNICEF Mid-Term Strategic Plan (MTSP) as it relates to administrative service management in the context of the country situations and conditions of service.

c) Technical Knowledge to be Acquired/Enhanced

• UN policies and strategy to address issues in harmonization of administrative service management and operations in the common system.
• UNICEF positions about UN common approaches to administrative service management and operations issues.
• UN security guidelines.
• Government regulations and laws in the locality pertinent to administrative service

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

• Completion of Secondary School, University level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.

• 7 years of relevant professional work experience with both national and international work experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function.

• For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace an additional two years.

• Work experience in emergency duty station.

• 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. 

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable persons with disabilities are encouraged to apply.

All selected candidates will 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.

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.