Operations Assistant [TJO], G6 (Temporary Job Opening)

Org. Setting and Reporting

The position is located in the Office of the UN Coordinator for the Black Sea Grain Initiative (BSGI), which represents the United Nations in the Joint Coordination Center (JCC). The JCC 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.

The Operations Assistant reports to the Senior Administrative Officer (SAO).

Responsibilities

Under direct supervision of the Senior Administrative Officer (SAO), the Operations Assistant will perform the following duties and responsibilities;

– Assists with the provision of operational support services to all components of the Office of the UN Coordinator, including assisting the SAO in coordinating and monitoring multiple and diverse activities and work processes to ensure support services and products are delivered in a timely manner.

– Assists in time management, and scheduling of activities, on behalf of the SAO with appropriate consultation as required, and effectively prioritize competing demands.

– Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the SAO’s attention and refers others to the relevant process and/or action owners for appropriate disposition; monitors and follows up on actions to be taken.

– Assists in preparing presentations and briefings, including, researching, compiling, summarizing background materials, researching issues, preparing briefing notes, slides, and subject files, gathering relevant documentation, etc.

– Assists in improving administrative procedures and systems to ensure smooth functioning of the office, including filing (paper and electronic) systems, development of standard operating procedures, guidelines, advisers, and other relevant operational arrangements.

– Assists in organizing official receptions, events, and meetings, including handling all necessary arrangements (e.g., hotel accommodations & meeting venue reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.) and other conferences/events management-related services and contractual arrangements.

– Assists with a wide range of administrative duties/processes, such as performing Enterprise Resource Planning (ERP) roles related to travel administration and time/attendance monitoring functions, and also be responsible for visa, accreditation, and other immigration-related processes and procedures.

– Assists the SAO with various Supply Chain Management related processes and activities, and may serve as a focal point for property management and other logistical planning and execution activities, including performing the function of a Requisitioner (ERP) for goods and services for all non-ICT requirements of the Office.

– Exercises quality-control functions for all outgoing documents; proofreads and edits texts for adherence to the format, grammar, punctuation, and style and assists in managing, updating, and further developing internal databases, a variety of standard and non-standard statistical and other reports from various databases.

– Performs other duties as assigned.

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

High school diploma or equivalent is required.

Work Experience

A minimum of seven (7) years of progressively responsible experience in the field of administrative services, general office support, logistics, or other related areas is required.

Experience in organizing and supporting meetings and conferences is required.

Experience working with Enterprise Resource Planning (ERP) systems is desirable.

Experience in Supply Chain Management, general logistics, or other related areas is desirable.

Experience in the use of Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint, and Microsoft Teams, 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

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

Special Notice

This is a project-funded post. The initial appointment is for a period of three (3) months. Extension of the appointment is subject to satisfactory performance and availability of funds.

• The contract will be administered by United Nations Development Programme (UNDP) on behalf of OCHA.

• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. This position is a General Service position and will be based in Istanbul. Candidates of the General Service 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.

• 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.

• 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 a 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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

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