Assistant Administrative Officer

Candidates must be primarily Turkish nationals.

Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL). If you have questions regarding eligibility, please contact HR Unit. Assistant Administrative Officer

Organizational Setting and Work Relationships

The Assistant Administrative Officer is responsible for supporting the Office in the implementation of general administrative and resource management tasks. The incumbent assists the Admin/Finance Officer in all administrative matters addressing day to day tasks and contributing to delivery of administrative activities.

S/he will contribute to establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems. Frequent external contacts are counterparts in other organizations or in national Governments at working level related to issues of importance to the Organization¿s programmes.

Direct supervision is received from the immediate supervisor.  The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations. The incumbent will supervise several General Service staff and will provide assistance to field offices as needed.


All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

Duties

- Monitor the day-to-day personnel and administrative operations of the office.
- Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assign General Service staff to meet work requirements.
- Supervises activities concerned with office and grounds maintenance, security, transport and similar services.
- Briefs international staff on general administrative matters, provide advice and ensure administrative support as required.
- Contributes to the preparation of submissions of new or revised procedures and practices.
- Prepares correspondence, special reports, evaluations and justifications as required on general administrative matters.
- Handles all personnel matters related to attendance records leave, issuance of visas, licence, etc.
- Coordinate training and capacity-building activities to staff in administrative related areas.
- Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree

Field(s) of Education
Public or Business Administration;
Economics;
or other relevant field.

Desirable:
Good knowledge of UNHCR¿s administrative rules and procedures. Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills
*IT-Computer Literacy;
UN-UN/UNHCR Administrative Rules, Regulations and Procedures;
CM-Strategic Communication
MS-Drafting, Documentation, Data Presentation
SC-UNHCR Procurement Rules and Procedures
UN-UN/UNHCR Financial Rules and Regulations and Procedures
IT-PeopleSoft EPM/Budget;
IT- MS Office Applications;
RM - Resource Management
FI - Funds Monitoring/Identifying cash flow problems;
(Functional Skills marked with an asterisk* are essential)

Language Requirements

Knowledge of English and UN working language of the duty station if not English and local language.

Additional Information

Shortlisted candidates may be required to sit for a test. Only short-listed candidates will be notified. No late applications will be accepted. Female candidates are encouraged to apply.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

REMUNERATION

A competitive compensation and benefits package is offered. The monthly net salary is between TRY 9,644 and TRY 12,336 depending on relevant experience, dependency status and language proficiency. For more information on UN salaries, allowances and benefits, please visit the portal of the Office of HR Management of United Nations.
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See below for this postion's Operational Context
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Current Situation

The international obligations of Turkey and its national legislative framework on asylum have shaped the form of the current collaboration with UNHCR. UNHCR and Turkey have been working together in close partnership. Turkey has provided the asylum space for persons seeking refuge, and UNHCR has assisted Turkey to determine who is in need of international protection and to enable access to rights by these persons. As the main partner of the Turkish State in the field of international protection, UNHCR Turkey continues to provide legislative and technical support as well as institutional capacity building support to the Directorate General of Migration Management (DGMM) and other national institutions.

UNHCR in Turkey operates through a Country Office in Ankara, with offices in Gaziantep and Istanbul, as well as field units in Ankara, Izmir, Sanliurfa, Hatay and Van. Administration and Finance Unit in Ankara provides support to field locations in addition to the 3 offices in Ankara and over 400 staff members working for UNHCR in Turkey.

Profile Statement

The Asst. Admin. Officer is a member of the Administration and Finance Unit in Ankara and reports to the Admin/Finance Officer who is the head of unit.

The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent assists the Supervisor Admin/Finance Officer in all administrative matters addressing day to day tasks and contributing to delivery of administrative activities.

S/he will contribute to establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems. Frequent external contacts are counterparts in other organizations or in national Governments at working level related to issues of importance to the Organization¿s programmes. Experience in working with national authorities is an asset.

Direct supervision is received from the immediate supervisor.  The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations. The incumbent will supervise several General Service staff and will provide assistance to field offices as needed.

The incumbent will draft reports, routine correspondence, updating relevant databases and compiling administrative information for the Admin/Finance Unit. The incumbent will need to have solid written and verbal language skills in Turkish and English.