Common Services Administrative Associate

It's important to note that UNV assignments are volunteer assignments, not employment. The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs.

UNDP’s Istanbul Regional Hub (IRH) serves as a key advisory hub for the Europe and CIS region, offering policy and programmatic support to enhance the impact of UNDP's development initiatives. IRH collaborates with Country Offices to develop tailored initiatives, provides technical expertise, and implements regional projects in partnership with diverse stakeholders. With a multidisciplinary team of experts and shared premises with other UN agencies, the Hub fosters innovation and collaboration to advance sustainable development across the region.

Context

Under the guidance of the Administrative Analyst, the Common Services Administrative Associate supports the management of common premises services and ensures accurate and efficient execution of administrative processes. Promoting a client-oriented and results-focused approach, the role involves close collaboration with the Operations team, Programme staff, and other UN agencies to ensure consistent service delivery. The incumbent’s initiative and accurate work directly contribute to the efficiency of administrative services in the Istanbul Regional Hub, facilitating informed decision-making and timely actions.

Task Description

a) Common Premises/Services Management:

• Maintain common services, office space management, and office space plans to ensure integrated activities.
• Support the organization and control of office space distribution in collaboration with UNDP projects and other agencies.
• Collaborate with lessees, lessors, and service providers to ensure high standards of common premises services.
• Maintain and update bills and expenses databases related to common premises.
• Facilitate cost-recovery processes for common premises.
• Support office relocations within the Hub.
• Coordinate staff engaged in administrative activities for common premises/services.
• Take actions related to the environmental sustainability ("greening") of common premises.

b) Administrative Support:

• Coordinate and organize shipments, customs clearance, insurance, and procurement of office supplies.
• Conduct administrative and common services surveys.
• Support procurement processes, including preparation of RFQs, ITBs, or RFPs, and the evaluation of quotations, bids, or proposals.
• Provide inputs for cost-saving and reduction strategies in consultation with Hub management.
• Support protocol-related correspondence and reports in line with government requirements and office procedures.
• Submit information for cost-recovery of administrative services.
• Research and retrieve statistical data; prepare statistical charts, tables, and reports.
• Coordinate pouch-related matters, including scheduling and correspondence distribution.
• Provide reliable registry services.

c) Supply and Asset Management:

• Coordinate the provision of quality office supplies.
• Work with local vendors/suppliers to ensure sufficient availability of stationery, furniture, etc.
• Assist in asset management and periodic inventory report preparation.
• Support the management of physical asset disposal, including CAP documentation and maintenance requests.
• Assist in annual physical asset and inventory verification exercises to ensure accurate records.
• Ensure correctness and accuracy of inventory information.

d) Administrative Control:

• Maintain records of commitments and expenditures for common premises and administrative budgets.
• Collect vendor setup information in Quantum.
• Ensure timely payments to vendors providing services to the IRH.
• Provide information for audits.

e) Knowledge Building and Sharing:

• Train staff on administrative procedures and conduct induction/onboarding training for new staff.
• Brief and debrief staff on work-related issues; provide advice and administrative support.
• Contribute to knowledge networks and communities of practice.
• Provide inputs for administrative business process mapping and internal SOP implementation.

f) Other Duties:

• Perform additional duties as necessary to ensure the efficient functioning of the Office and Organization.

Assignment Requirements

Relevant Experience

• Minimum of 3 years of relevant experience in administration or programme support services.

Required Education Level

• Bachelor’s degree or equivalent in Business Administration, Public Administration, or an equivalent field will be given due consideration.

Skills and Experience

• At least 3 years of relevant experience in administration or programme support services.
• Proficient in the usage of computers and office software packages (MS Word, Excel, etc.).
• Area(s) of expertise: Administration, Logistics and Inventory, Procurement and Contracting.
• Advanced knowledge of spreadsheet and database packages.
• Experience with web-based management systems is an asset.
• Previous experience with international organizations is an asset.
• Experience in office space management maintenance is an asset.
• Knowledge of protocol matters, staff registration, and coordination with local authorities on space and administrative matters is desirable.
• Experience in coordinating and organizing shipments, customs clearance, insurance, space management, and procurement of office supplies is desirable.

Living Conditions and Remarks

The UN Volunteer will be based in Istanbul and is responsible for arranging their own housing and other living essentials.

Full Entitlements at the Duty Station

• Monthly Living Allowance: USD 1,360 (paid in Turkish Lira).
• Private Insurance: Health, dental, life, and dismemberment coverage by CIGNA.
  Note: As per UN’s diplomatic mission status, it is not included in the National Security Institution’s (SGK) system. Private arrangements can be made if needed.
• Entry Allowance (One-time): USD 400.
• Exit Allowance: USD 113 per month upon successful completion of the assignment.
• Annual Leave: 2.5 days accrued per calendar month (e.g., 7.5 days for 3 months of service).
• Access to Learning Platforms: Free access to various learning resources and the UN & UNV network.

Important Notes

1. The allowances provided are meant to enable UN Volunteers to maintain a secure and sustainable standard of living at their duty station, in line with United Nations standards.
2. These allowances should not be considered as compensation, reward, or salary for volunteer work.
3. Payment of allowances begins from the date of Commencement of Service, contingent on eligibility criteria, assignment location, and contract type.
4. For more details, refer to the UN Volunteer Conditions of Service: Click here.
5. For more information about entitlements, visit the UNV Calculator: Click here. 

Inclusivity Statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.