Administrative Associate - G6 (Local Post for Nationals of Turkiye)

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

In Türkiye, in line with its global Strategic Plan (2022-2025) and Country Strategic Note (2022-2025), and the overall UN Sustainable Development Cooperation Framework for Türkiye (UNSDCF) (2021-2025), UN Women works towards the overarching goal of “Women and girls including those at greatest risk of being left behind fully exercise their human rights, enjoy a life free from violence and discrimination, and lead, influence and benefit from sustainable and inclusive socio-economic development towards the advancement of gender equality in Türkiye.” UN Women works in four thematic areas: (i) governance and participation in public life; (ii) women’s economic empowerment; (iii) ending violence against women and girls; and (iv) women, peace and security, humanitarian action and disaster risk reduction. UN Women contributes to three UNSDCF outcomes: 1) Women and girls have improved and equal access to resources, opportunities, and rights, and enjoy a life without violence and discrimination; 2) By 2025, Persons under the Law on Foreigners and International Protection are supported towards self-reliance. 3) By 2025, governance systems are more transparent, accountable, inclusive and rights-based with the participation of civil society, and quality of judicial services is improved. 

Towards these goals, UN Women implements programmes and projects that aim to advance gender equality, improve women’s access to opportunities, rights, and services in political, social, and economic life, and combat gender stereotypes, discrimination, and violence, as required by international and national legal and policy commitments. UN Women collaborates with numerous partners – central and local level government authorities, civil society organizations, including women’s organizations and platforms, academia, private sector companies, and other UN agencies. It commits itself to the Leaving No One Behind principle, by supporting targeted actions to remove the obstacles that marginalized and vulnerable groups of women face in accessing their rights and to promote them as agents of change.

In the area of ending violence against women and girls (VAWG) and other harmful practices, UN Women supports enhancing services on VAWG prevention and protection through strengthened capacities of institutions, improved data management, better coordination, and empowerment of women and girls who are at risk of and/or are survivors of violence. Furthermore, to address the underlying root causes of VAWG and harmful practices, UN Women Türkiye works towards favorable social norms, attitudes, and behaviors at the individual, community, and institutional levels that advance gender equality and women’s empowerment. Currently, UN Women in Türkiye has a diverse and growing portfolio on Ending Violence Against Women (EVAW) which is led by a Programme Specialist, under the overall guidance of the UN Women Country Director and the direct supervision of the Deputy Country Director. Under the expanding EVAW portfolio, UN Women works in the areas of eliminating child, early and forced marriages, women’s access to justice, monitoring and coordination mechanisms for EVAW in partnership with Ministry of Family and Social Services, Ministry of Justice, and Ministry of Interiors as well as municipalities, labor organizations, civil society organizations, women's organizations, academia and UN agencies, while also leading programmatic interventions to women and girls affected by the earthquake.

Under the direct supervision of the Operations Manager and guidance of the respective Programme Specialist,  the Administrative Associate will support to project “ Restoring and Strengthening the Preventive and Protective Services in response to Violence Against Women affected by the earthquakes in Türkiye" (2024-2027) which aims to rebuild and repair women’s shelters and Violence Prevention and Monitoring Centers (VPMCs) and enhance the technical capacities of service providers in affected regions. Administrative Associate will closely work with the  Operations by performing a variety of standard administrative processes 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 team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

Key functions and Accountabilities

1. Provide general administration and operations support to the project in compliance with UN Women rules, regulations, policies, and strategies: 

• Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent); 
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents; 
• Provide administrative support to conferences, workshops, retreats; 
• Provide administrative support to maintenance of premises and common services, as needed; 
• Maintain filing system ensuring safekeeping of confidential materials, as necessary. 
• Provide support in identifying sources and gather and compile data and information for the preparation of documents, guidelines, speeches, and position papers, in collaboration with the project team.

2. Coordinate and organize assets management and procurement processes:

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution; 
• Coordinate assets management of the project, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;  
• Provide inputs to the preparation of procurement plans for the project and monitor their implementation; 
• Generate procurement related reports; research and draft responses to enquiries; 
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services; 
• Organize and follow procurement activities and processes, including preparation for Request for Quotations, Invitations to Bid or Requests for Proposals 
• Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required; 
• Submit Purchase Orders (PO) documents and contracts to the procurement unit, create vendor profiles in Quantum system:  
• Review procurement processes conducted by projects; submissions to the Procurement Review Committee. 

 3. Provide administrative support to knowledge building and knowledge sharing: 

• Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters; 
• Compile lessons learnt and best practices in administration, procurement, and human resources. 

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

Supervisory/Managerial Responsibilities: 

Administrative Associate will not supervise any staff. The staff member will report to and work under direct supervision of the Operations Manager. 

Competencies

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Values and Competencies Framework: 

Functional Competencies:

• Ability to administer and execute administrative processes and transactions;  
• Ability to perform work of confidential nature and handle a large volume of work;  
• Strong knowledge of administrative rules and regulations;  
• Strong IT and web based management skills;  
• Ability to extract and interpret data  

Recruitment Qualifications

Education and Certification:

• Completion of secondary education is required. 
• Bachelor’s degree in Business Administration or related fields is desirable. 

Experience:

• At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service; 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required; 
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable. 
• Prior work experience with UN is desirable.

Languages:

• Fluency in English and Turkish is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish). 

Statements

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (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.)

Important note when submitting applications:

Please ensure all applicable fields in the online application form are completed accurately. While CVs and cover letters are recommended to be attached as supplementary documents, the information provided in the digital form serves as the official and digitally signed statement of accuracy.