Assistant Administrative Officer (TJO), NOA (Temporary Job Opening)

UN Office for the Coordination of Humanitarian Affairs

Org. Setting and Reporting

The position is located in the Joint Coordination Centre (JCC), which was established as part of the Initiative on the Safe Transportation of Grain and Foodstuffs from Ukrainian ports (the “Black Sea Grain Initiative” or BSGI), signed by the Russian Federation, Türkiye, Ukraine on 22 July 2022, to facilitate safe navigation for the export of grain and related foodstuffs and fertilizers from designated Ukrainian ports. The United Nations signed the BSGI as a witness, and the Parties request the assistance of the Secretary- General in its implementation, in furtherance of the humanitarian mission of the United Nations and subject to its authorities and mandates.

This temporary job opening is being advertised for the position of Associate Administrative Officer, based in Istanbul, Türkiye. Under the overall supervision of the Deputy UN Coordinator, BSGI, the incumbent reports to the Head of Administration.

Responsibilities

Within delegated authority, the Associate Administrative Officer will be responsible for the following duties:

HUMAN RESOURCES MANAGEMENT:
• Undertakes actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures.
• Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Assists in staffing table management and serves as ex-officio in the recruitment and/or selection processes, including those related to hiring of consultants, interns and volunteers,

BUDGET and FINANCE:
• Assists in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.
• Using Umoja, monitor budget/work program with respect to Headquarters’ budget, trust funds, and grants, on a regular basis, and reallocates resources as necessary.
• Supports the implementation of procedures and systems for implementing the appropriate financial database.
• Follows up on pending entitlements, payments, and claims, and assists in tracking requirements and expenditures, to ensure cost-effective utilization of operational resources.
• Contributes to the development of budgetary guidelines and relevant standard operating procedures.

GENERAL ADMINISTRATION:
• Performs other related administrative duties, as required including but not limited to performing petty cash fund custodian functions, monitoring operational travel program, accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software (Umoja) and systems.

Competencies

PROFESSIONALISM: Knowledge of policies, practices, and regulations on management of supplies, purchasing and logistics and ability to apply them in an organizational environment. Ability to maintain accurate records and prepare reports on a wide variety of data. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

PLANNING and ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

First level university degree in business or public administration, finance, accounting, law, or related area is required.

Work Experience

A minimum of one (1) year of experience in administration, finance, accounting, human resources management or related field is required.

Experience with UN budget preparation, monitoring, and reporting is desirable.

Experience in organizing workshops, seminars, and other meetings is desirable.

Knowledge and experience in Human Resources Management and Administrative policies is desirable.

Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in English (both oral and written) is required. Fluency in Turkish is also required. Knowledge of another UN official language is desirable.

Assessment

The evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• This position is temporarily available for a period of six (6) months (with the possibility of extension). If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This position is a National Professional position and will be based in Istanbul. Candidates for the National Professional Officer category shall be of the nationality of the country where this position is located (limited to Turkish nationals).
• Appointment against this post is on a local basis.
• The contract will be administered by United Nations Development Programme (UNDP) on behalf of OCHA.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
• The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
• An impeccable record for integrity and professional ethical standards is essential.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

How to apply

Apply here


Deadline: 23 Mar 2023