Operations Assistant

This UN Volunteers assignment with UN Women will provide support to the operations team. To create a profile and apply for this assignment, please visit here.

Mission and objectives

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.

Context

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 socioeconomic development towards the advancement of gender equality in Türkiye”.

Task description

Under the direct supervision of UN Women Türkiye Operations Manager, the UN Volunteer will undertake the following tasks and who will support Operations Team.

1. Administrative and logistical support to implementation of activities for the Country Office Operations Team:

• Provide administrative support to day-to-day implementation of activities of UN Women Türkiye Country Office, especially under the core funded activities including the preparation of work plans, budgets, proposals on implementation arrangements and tracking the delivery of funds.
• Provide administrative support to the office team in the organization of conferences, workshops, retreas, activities and events.
• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent).
• Participate in meetings, training sessions, conferences and other programmatic events and prepare reports/minutes as required.
• Support with filing system in the office and ensure documentation as per UN Women rules and guidelines.
• Coordinate office calendar use and arrangement of meetings including drafting and filing meeting minutes.

2. Support implementation of operational strategies:

• Support full compliance of administrative activities with UN Women rules, regulations, policies and strategies.
• Support to the office for preparation of administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Contribute to the provision of inputs to the preparation and implementation of administrative team results-oriented work plans.
• Support office compliance with Internal and External Audit processes and recommendations.
• Support programmes timely implementation of Operational Processes, if needed.

3. Provision of procurement and financial support under core-funded project:

• Provide support with the collection of offers for selection of venues, services etc., in line with UN Women procurement rules.

4. Facilitation of knowledge building and knowledge sharing:

• Provide support to the synthesis of lessons learnt and best practices.
• Draft inputs to reports and briefing notes as requested.
• Participate in and contribute to staff trainings to strengthen programmatic and operational skills.

5. Provide administrative support to the Operations Team in Human Resources (HR), procurement and assets management:

• Help monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required.
• Help maintain records and archive on procurement cases, financial documents, assets management and prepare required reports.
• Provide support to HR in terms of compilation and preparation of HR documentation.
• Support in the administrative organization of payments.
• Follow non-confidential tracking tables, draft reminders and announcements to staff.
• Perform any other duties in line with the above responsibilities as may be assigned by the management of the UN Women Türkiye Office.

Requirements

• 3 years of experience in business administration, management, finance, accounting, public administration, logistics or a similar area is required.

• Minimum 1 years of demonstrated experience in operations (finance, procurement, administration or HR) supporting complex projects/processes that include extensive communication, coordination and facilitation is required.

• Familiarity with administrative and procurement processes in organizational settings, ideally within the UN system or similar international entities is highly desirable.

• Proven experience managing multiple tasks and meeting tight deadlines while maintaining a high level of quality and accuracy is required.

• Experience in organizing events and trainings is an asset.

• Proficiency in Microsoft Office Suite and other relevant software is required; familiarity with project management and CRM tools is an asset.

• Experience with document management systems, digital workflow platforms, or collaborative tools (e.g., MS Teams, SharePoint) is highly desirable.

• Ability to analyze information and prepare concise reports or summaries; strong attention to detail and problem-solving skills for handling operational issues independently.

• Ability to handle sensitive information with integrity and confidentiality; commitment to maintaining high ethical standards in all operational tasks.

Living conditions and remarks

The UN Volunteer will be based in Ankara and responsible for arranging her/his own housing and other living essentials. The full entitlements at the duty station: https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service: https://explore.unv.org/cos Summary of National UN Specialist Volunteer Entitlements: Paid in Turkish Lira • Current Monthly Living Allowance (MLA) is USD 1360 (disbursing in local currency) • Private insurance: Health, dental, life and dismemberment coverage by CIGNA Zs per UN’s diplomatic mission status, it is not included in National Security Institution’s (SGK) system but can be only initiated on private basis. • Entry allowance: USD 400 • Exit allowance: USD 113 per month and upon the satisfactory completion of assignment • Annual leave: 2.5 days accrued per calendar month • Uncertified sick leave: 7 days for 12 months and 4 days for shorter assignments • Access to different learning platforms and UN & UNV network Notes: 1) The allowances are in no way to be understood as a compensation, reward or salary in exchange for the volunteer work. 2) It's important to note that UNV assignments are volunteer assignments, not employment.

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.