Common Services Administrative Associate

As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience.

Under the overall guidance and supervision of the Administrative Analyst, the incumbent assists in the overall management of common premises related services, administers and executes processes and transactions ensuring high quality and accuracy of work. Common Services Administrative Associate promotes client, quality, and results-oriented approach; and works in close collaboration with the other members of the Operations team, Programme and projects staff in the Istanbul Regional Hub (IRH) and other UN agencies staff to exchange information and ensure consistent service delivery.

The key results have an impact on the efficiency of the common premises and administrative services in the Regional Hub. Accurate analysis and presentation of information thoroughly researched, and fully documented work strengthens the capacity of the IRH and facilitates subsequent action by the supervisor. The incumbent’s own initiative is decisive in results of work and timely finalization.

a) Ensures proper common premises/services management focusing on achievement of the following results:
- Maintenance of common services/office space management/office space plans to ensure integrated activities on common services.
- Support in organisation and control the distribution of space in the common premises as necessary in cooperation with UNDP projects and other agencies.
- Support in cooperation with lessees, lessors and suppliers of services for common premises. Ensure that common premises services are provided at highest standards.
- Maintenance and update of bills and expenses database related to common premises.
- Facilitates the common premises cost-recovery processes.
- Supports with the relocations within the Hub.
- Coordination of staff engaged in common premises/services administrative activities.
- Takes actions related to ‘greening’ of the common premises.

b) Ensures effective and efficient administrative support, focusing on achievement of the following results:
- Coordination and organization of shipments and customs clearance, insurance, space management, procurement of supplies for the office.
- Coordination of administrative surveys, surveys for organization of common services.
- Support with organization of administratively related procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
- Provide inputs for the elaboration of proposals and implementation of cost saving and reduction strategies in consultations with the Hub’s management.
- Support with protocol routine correspondence, note verbal, reports in accordance with the Government requirements and standard office procedures.
- Submission of information on provided administrative services for a timely cost-recovery.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Coordination of pouch related matters. Informs staff on schedule of diplomatic pouch; collection and disbursement of diplomatic pouch, directs incoming correspondence to appropriate staff members.
- Provision of reliable registry services.

c) Provides support to proper supply and assets management, focusing on achievement of the following:
- Coordination of the provision of reliable and quality office supplies.
- Dealing with local vendors/suppliers to ensure that the Hub has enough stationary, furniture, etc.
- Assist in assets management in the IRH, support in preparation and submission of periodic inventory reports, if needed.
- Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Quantum of all the requisite details for recording disposals. Oversight of disposal of items and accuracy of inventory data.
- Assist in the annual physical assets and inventory verification exercise to ensure accuracy of records and location of property, where necessary. Ensure the correctness of the inventory information.

d) Provides support for effective administrative control in the office, focusing on achievement of the following results:
- Maintenance of administrative control records such as commitments and expenditures of the Hub’s common premises and other administrative budgets.
- Collection of vendor set-up information in Quantum.
- Makes sure that all vendors providing services to the IRH for the office needs are timely paid.
- Provision of the information for the audits.

e) Supports knowledge building and knowledge sharing in the IRH focusing on achievement of the following results:
- Training staff on the administrative procedures, carrying induction/on-boarding trainings for newcomers.
- Briefing/debriefing of staff members on issues relating to area of work; provision of advice and administrative support.
- Contributions to knowledge networks and communities of practice.
- Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

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