National Administrative Officer (Nationals Only)

Organizational Context

This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in Gaziantep – Türkiye serving for Northwest Syria operation as part of the Whole of Syria operation. OCHA in Türkiye has around 65 staff with consisting of Coordination, Information Management, Humanitarian Access, Humanitarian Pooled-Fund, Humanitarian Inspection, Communications and Reporting and Administration Unit. 

Please note that applicants applying for UNOCHA Local Fixed Term and or Temporary positions must be a Turkish Citizens. Only candidates holding Turkish Nationality and who meet the recruitment qualifications in terms of education, experience, and language skills as advertised through the Job Description, should apply online and submit one application.

Only short-listed candidates will be contacted. Qualified female candidates are encouraged to apply. Visit www.unocha.org for additional information on UNOCHA.

Position Purpose: 

The National Administrative Officer will provide substantial assistance with administration, budgetary and financial management matters as well as logistics ensuring accountability and adherence to the UN Financial Rules and Regulations and general administrative matters to support the implementation of overall activities under his/her area of responsibility.

The Administrative Officer works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies’ staff to exchange information and ensure consistent service delivery.

Under the overall guidance and direct supervision of the Head of Administration/Finance Unit, the National Administrative Officer will be responsible for the following main duties: 

Functions / Key Results Expected

1) Provides support in the implementation of CO Programmatic operational strategies on the effectiveness of budget administration, focusing on the achievement of the following results:

• Ensure full compliance of administrative activities with UN Financial Rules and Regulations, policies, and strategies. Advises Senior management on the procedures’ compliance.
• Development and elaboration of solutions for the implementation of cost-saving and cost-reduction strategies in program implementation in consultations with the Office management by ensuring adequate allocation of operational funds, and budget revision/redeployment.
• Coordinates processes concerning the identification of program implementation bottlenecks, solutions mapping, and improvement of business procedures through periodically generating expenditures reports, and monitors obligations and expenditures against financial authorizations in line with approved cost plans.
• Supports the elaboration of the annual administration result-oriented work plans.

2) Ensures effective administration of logistic operations, focusing on the achievement of the results through the following:

• Coordination and supervision of carpooling service for loaning OCHA vehicles to another UN agency/fund/program and overseeing the generating and submission of invoices for cost-recovery through UN Mobility
• Coordinating and overseeing with requisitioners the management of contracts that are established for OCHA in Türkiye.
• Participating in working groups under Business Operating Strategy (BOS) and Operational management Team meetings (OMT) for collaborative action among UN agencies
• Serving as learning champion: providing guidance, information, and encouragement to staff to enable them to access available learning opportunities; providing information. Advisory support to managers for decision-making for learning assessment/opportunities for their units

3) Ensures effective and efficient provision of administrative and procurement support services, focusing on the achievement of the following results:

• In coordination with the Procurement Unit in Geneva to plan, develop, and manage all procurement and contractual aspects of projects related to CO procurement.
• Advises requisitioners on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle for ongoing contracts and newly planned ones.
• Signs procurement orders up to the authorized limit, and, in case the amount exceeds the authorized signature authority, prepares submissions for review and approval by the authorized official.
• Conducts market research to keep abreast of market developments; researches and analyzes statistical data and market reports on the regional commodity situation, production patterns, and availability of goods and services.
• Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations.
• Prepares a variety of procurement-related documents, contracts, communications, guidelines, and instructions such as preparation of the solicitation documents, inviting potential suppliers to bids, process the POs from contracts)

Expected Demonstration of Competencies

Functional Competencies

Professionalism 

Knowledge of administrative, budgetary, financial, and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork

Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Required Skills and Experience

Education:

Master’s degree or equivalent in social science, administration management, finance management or related studies. Bachelor`s degree with 2 additional years of relevant experience can be accepted in lieu of Master’s degree.

Experience: 

• A minimum of two (2) years (with Masters degree or four (4) years’ (with Bachelor degree) of relevant experience in administration/operation or related area is required.
• Experience in ERP system (Enterprise Resource Planning) is desirable.
• Experience in common service, finance, supply chain, Administration/Operations & Finance is desirable.
• Experience in humanitarian response/emergency response is desirable.
• Experience in working in the UN Common System rules and procedures or other comparable organization is desirable.

Language Requirements

Fluency in English and Turkish (written and spoken) are required. Working knowledge of other UN language desirable

Note: Please upload copies of your academic qualifications and 3 latest Performance Evaluations (if applicable)

Disclaimer

Applicant information about UNOCHA rosters

Note: UNOCHA reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNOCHA at the same grade level and with similar job description, experience, and educational requirements.

Non-discrimination

UNOCHA has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 

UNOCHA is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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