United Nations Development Programme1d ago

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Administrative Associate (Open to Tier 0, 1 and 2 candidates only)

Türkiye·Istanbulmid

OtherAdministrative Associate

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Quick Summary

Overview

Tiered Approach In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby: Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA)…

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In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

The UNV Regional Offices (RO) provide oversight and strategic guidance to the UNV Field Units in their respective geographical assignments and are mainly accountable for the placement of UN Volunteers mobilized for UN Agencies, Funds, and Programmes focused on peace, development, and humanitarian needs. Furthermore, the Regional Offices represent, and strategically position, UNV and bring UNV’s services and solutions closer to its partners from governments, UN entities, civil society, and private sector. The Regional Offices also support the delivery of UNV’s advisory service offer on promotion of volunteerism as per the UNV Strategic Framework.

Provide administrative, financial, and operational services to the Regional Office in line with the organization’s systems and relevant rules and procedures;

Establish accruals and maintain an internal expenditures control system to ensure that RO payments processed are matched and completed, transactions are correctly recorded and posted in the ERP system, and travel claims are duly processed;

Ensure that the expenses are in line with the authorized chart of accounts (Quantum GL/PPM segments). Monitor unusual invoice/PO/travel related transactions and escalate to UNV HQ (FRMS/PTAU) for corrective actions;

Keep a suitable filing system for finance records, and documents;

Prepare routine correspondence and reports, in accordance with standard internal procedures;

Support the Regional Manager in the preparation, oversight, and maintenance of the RO’s budget, including allocations to Field Units (FU) such as VPI, FUMT, Equipment RO learning budget and other dedicated funds allocated to the RO;

Maintain administrative control records such as commitments and expenditures. Ensure accounts payable are kept up to date. Prepare system-driven reports as required;

Support with protocol matters, registration of staff, coordination with local authorities, space management for special events and other administrative and logistical matters;

Organize and prepare agendas and minutes of RO meetings and track follow-up, as requested by the Regional Manager;

Maintain and classify general office files and keep information and reference material in a manner that allows easy reference and retrieval. Collect and distribute incoming and outgoing mail, as applicable, and maintain accurate tracking;

Act as absence management focal point and leave monitor for the RO personnel;

Support the RO with recruitment and other administrative needs of volunteers for countries without FUs, as requested;

Temporarily support FUs on administrative and logistical matters during times of absence or sickness of respective colleagues at FU level, as agreed with the Regional Manager.

Contribute to the development of procurement plan of the RO and the monitoring of its implementation;

Initiate and assist in procurement processes by preparing requisitions and other documents checking their completeness and authorization/ review documentary support to ensure that specifications, budget provisions and all other requirements are in order; follow up on the creation and approval of purchase orders; follow up and place receipts in the ERP system after goods/services have been received or rendered and upon delegation by Project Manager;

Support UNV HQ and UNDP Regional Bureau and Country Offices’ asset focal points on asset management, collecting, maintaining, and consolidating records of UNV assets located in Regional Offices and Field Units to ensure data in the ERP system is correct;

Act as administrative and logistical focal point for the regional office of RO-led workshops, retreats and other events including financial budgeting, identification of service providers, procurement needs and initiates procurement action.

Process travel requests in the ERP system (UNall/Quantum), as per relevant procedures (from initial request to reporting). Ensure availability of budget according to Chart of Account as well as competitive price from travel provider as per applicable rules and procedures of the organization;

Provide information to staff on travel, including entitlements, travel route and hotel arrangement. Support arrangements for security clearance when required;

Process travel authorizations - including timely follow-up action on security clearances - and travel claims in a timely manner and as per travel entitlements for staff, consultants, meeting participants to RO events, etc., ensuring that travel arrangements follow UNDP rules and regulations and related travel policies;

Monitor and keep track record of the travel requests and expense reports from the RO and FU personnel and take corrective actions when needed;

Process requests for visas for all UNV travelers, as well as hotel reservations, and requests for Resident Permit and Diplomatic Identification Card for international staff. Process applications and renewals of UN Laissez-Passer for UNV staff.

Prepare reports synthesizing lessons learnt and good practices as it relates to support to admin/finance coordination at RO level;

Provide sound contributions to knowledge networks and communities of practice;

Provide Coaching and training of other staff that are assisting office management activities.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Reporting directly to the Regional Portfolio Specialist, and under the overall oversight and supervision of the Regional Manager, the Administrative Associate provides administrative and logistical services to the Regional Office, including assistance to its Field Units (FU), as required. She/he maintains close working relations with clients in the region, the UNDP regional offices as well as with UNDP country offices and UN Agencies’ staff, and UNV’s relevant headquarters units for provision of administrative and logistical services, financial administration, and coordination purposes. She/he takes on additional operational tasks as assigned by the Regional Portfolio Specialist to support the implementation of UNV´s activities in the region under the overall guidance of the organization’s Strategic Framework.

Core

Achieve Results:

Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Digital Awareness and Literacy

Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs
Ability to anticipate client's upcoming needs and concerns
Provide inputs to the development of customer service strategy
Look for ways to add value beyond clients' immediate requests

Knowledge Generation

Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Travel policy and procedures

Knowledge of travel policy and procedures, ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

Budget management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Procurement Management

The ability to acquire goods, services or works from an outside external source

Requirements

~1 min read

Education:

Secondary education is required, preferably with certification in administration, accounting, finance or specialized administrative training.

University degree in business administration or related area will be given due consideration, but is not a requirement.

Experience:

Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of practical and relevant experience in administration or related areas

Required skills:

Experience in administration support

Desired skills in addition to the competencies covered in the Competencies section:

Proficiency in the use of computers and office software package (ERP,MS Word, Excel, PowerPoint, etc.)

Knowledge of web-based management systems

Required Language(s):

Fluency in English and in the official UN language of the duty station

Desired Language(s):

Proficiency in another official UN language spoken in the respective region is an asset.

Only short-listed applicants will be contacted.
The successful candidate will hold a UNDP National Personnel Service Agreement contract.
This post is for local recruitment only. It is open to citizens of Türkiye . All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Istanbul, Türkiye are at the expense of the applicant.
The contract for this position is from date of entry on duty until 31 December 2026 only

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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