Hardship LevelA (least hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeNOC
Staff Member / Affiliate TypeNational Professional Officer
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-06-01
Job Posting End DateMay 17, 2023
Standard Job DescriptionAdministrative Officer Organizational Setting and Work Relationships The Administrative Officer is responsible for the implementation of general administrative and resource management tasks as delegated by the supervisor. S/he will work with an oversight from the supervisor, who will provide general guidance and work plans for identifying work priorities and appropriate approaches; work is controlled for meeting expected results. S/he will 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. The incumbent will maintain frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organizationยฟs programmes. He/she acts as adviser or representative of the Organization with authority to discuss problems and seek common ground on which to recommend solutions based on predetermined guidelines provided by higher authority. The incumbent may directly supervise local staff. 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 UNHCRยฟs core values of professionalism, integrity and respect for diversity. Duties - Contribute to the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office. - Monitor the day-to-day personnel and administrative operations of the office. - Provide advice on personnel and administrative policies and procedures. - Liaise with Government and other external actors in providing vital supportive services (i.e. processing of residency, visas, tax exemptions, etc.). - Attend inter-agency and other meetings, with specific focus on general administration, staff safety and human resources issues (i.e. common services), when requested. - Implement processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations. - Coordinate the preparation of staffing and administrative budget requirements for the office. - Participate in a competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures. - Manage contracts for the premises, cleaning and security services, and other services as and when required. - Serve as a member of the Local Contracts Committee (LCC). - Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required. - Provide guidance and oversight on processes related to the mission travel of staff. - In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff. - Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP). - Coordinate training and capacity-building activities to staff in administrative related areas. - In coordination with Human Resources and Field Security, undertake periodic reviews to ensure that the Office premises are set up and staff accommodation are managed in line with the organizational policies and any related issues are brought to the attention of DHR. - Perform other related duties as required. Minimum Qualifications Years of Experience / Degree Level For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree Field(s) of Education Accounting; Public or Business Administration; Economics; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses n/a (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential: At least 2 years of relevant work experience in an intergovernmental organization (United Nations or similar). Good knowledge of United Nations administrative and human resources rules and procedures. Excellent computer skills, in particular in MS Office applications. Desirable: Completion of relevant UNHCR learning programme. Functional Skills MG-Resource Management GB-Building Maintenance SC-Contract management SC-Inventory / Stock management MG-Office Management (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile Thorough and in-depth knowledge of UN/UNHCR rules, regulations, procedures and processes is essential for this position. Critical thinking and problem-solving skills are required in addition to a strong sense of client orientation.
A minimum of 6 years of experience with the UN system in a support capacity (administration/resource management) is required. Excellent drafting skills in English are essential.
Required languages (expected Overall ability is at least B2 level): English
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Desired languages
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Operational context
Occupational Safety and Health Considerations:
Istanbul is a family duty station. While the general security situation is stable and no major assaults targeting UN staff have been observed, there have been terrorist attacks in Istanbul in recent years. Istanbul is in the earthquake zone and is expected to be affected.
Nature of Position:
Against the background of the Global Compact on Refugees (GCR), the Division of Resilience and Solutions (DRS) has engaged in partnerships with development actors to support and enhance the inclusion of people UNHCR care for, in economic opportunities available in hosting areas. In December 2022, UNHCR and the International Finance Corporation (IFC) signed a Collaboration Arrangement to set up a Joint Initiative on Creating Markets in Forced Displacement Contexts. The goal of the Joint Initiative is to support and seek solutions for forcibly displaced people and host communities through private sector engagement, with the objectives of creating inclusive economic opportunities for people affected by forced displacement by designing, funding, and piloting innovative, impactful, and scalable private sector solutions, and establishing thought leadership on private sector engagement in forced displacement contexts through a strong knowledge base of operational lessons and promoting knowledge exchange among key players in the field. The Joint Initiative will facilitate the engagement between stakeholders, especially IFC and UNHCR teams, but also relevant actors who could play a role in private sector engagement for people affected by forced displacement.
The Administrative Officer will be part of the Joint Initiative team. Under the supervision of the Deputy Head of the Joint Initiative, the incumbent will support the Joint Initiative team regarding planning, management and reporting on all administrative and operational resources allocated by UNHCR to the Joint Initiative. S/he will provide the relevant administrative support to the UNHCR staff members of the Joint Initiative by ensuring the required resources (travel, material and services) are available for day-to-day activities. S/he will implement directly and/or coordinate the implementation of other administrative-related tasks, such as the creation of requisitions, purchase orders, monitoring payment of invoices, maintenance of asset records, etc. S/he will make the necessary arrangements for meetings and workshops, etc. S/he will work with the Senior Partnership Officer to ensure that reports are available in a timely manner for the donors of the Joint Initiative. S/he will provide advice and recommendations to the Deputy Head of the Joint Initiative on the application of UN and UNHCR policies and procedures related to all resource management (budget) aspects to ensure coherence, consistency and compliance with established rules and regulations. S/he will maintain liaison with the Resource Management Unit (RMU) of DRS to ensure compliance with UNHCRโs rules and procedures.
Living and Working Conditions:
Istanbul is the most developed province in Tรผrkiye. With almost 18.000.000 residents, the metropolitan province offers many opportunities in terms of cultural and recreational activities. The cost of living and rental prices are high. Public transportation networks are available and include ferries, subway, light rail, bus, metrobus lines throughout the city. Public and private hospitals are widespread.
Additional Qualifications
SkillsGB-Building Maintenance, MG-Office Management, MG-Resource Management, SC-Contract management, SC-Inventory / Stock management
EducationBA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required)
Certifications
Work Experience
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaboration
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Compendium
Additional InformationRecruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19, successful reference checks, and integrity clearance.
The English version is considered original and authoritative, translation to other language(s) serve the purpose of advertisement of local positions where applicable but are not considered as official translations
PLEASE DO NOT USE TURKISH CHARACTERS IN YOUR NAME & SURNAME INFORMATION.
Staff members must serve for a minimum of one year following assignment before being considered eligible to apply for another position within the same category. This requirement is waived in respect of staff members whose position is being changed or whose assignment/appointment through the joint staff/management review body is in a replacement capacity.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Functional assessment will be required for this position. Only short-listed candidates will be notified.
The recruitment process might include written test and/or oral interview for this job opening. No late applications will be accepted.
Candidates should be primarily Turkish nationals. The minimum educational requirement for this position is a completed university degree.
For further information on how to apply, please visit the โUNHCR - Application and Selectionโ page, at https://www.unhcr.org/how-to-apply.html.
Functional clearanceThis position requires Functional Clearance