Administrative Associate

UNFPA’s global mission is to deliver a world where every pregnancy is healthy and wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA expands the possibilities for women and young people to lead healthy and productive lives. UNFPA has been operating in Türkiye since 1971, currently running its 6th Country Programme in more than 20 provinces. Delivery of accessible and rights-based reproductive health and youth-friendly services particularly targeting vulnerable groups, prevention of child, early and forced marriage, promotion of gender equality, prevention of gender-based violence, in-depth analysis of population dynamics are the main aims of UNFPA 6th Country Programme (2016-2020) and 7th Country Programme (2021-2025). UNFPA works with governments, universities, CSOs and the private sector to support data collection, service delivery, capacity enhancement-trainings, and policy/legislation design. Under the UNFPA Development Programme, two projects regarding prevention of child, early and forced marriage (CEFM) have been implemented.

The Administrative Associate will be based at the UNFPA Gaziantep Project Office. Under the overall supervision of the Finance Analyst, the UN Volunteer will offer administrative, logistical, and secretarial support while maintaining full confidentiality in all aspects of the assignment. This includes ensuring proper protocol procedures, managing information flow, and following up on deadlines and commitments.

Under the overall guidance of the Finance Analyst the UN Volunteer will undertake the following tasks:

A. Management of project operational requirements:
-Adapts processes and procedures, anticipates and contributes to the management of operational requirements of programme/project inputs in terms of contracts, equipment, customs/asset/vehicle management, and other programme and project-related events to facilitate programme/ project delivery;
-Contributes to the implementation of operational strategies through full compliance of administrative activities with UNFPA rules, regulations and policies;
-Proposes procedures to improve internal controls and efficiency and respond to audit issues with regards to administration, procurement and asset management;
-Supports recruitment and selection process by applying best practice HR tools and mechanisms;
-Implements corporate systems and applications in support of country office operations, creates systems and mechanisms for effective management of UNFPA resources, and advises and trains project staff
-Effectively executes and coordinates protocol matters, registration of staff, liaison with local authority on administrative matters;
-Reviews procurement requests and coordinates procurement procedures (including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals,their preliminary evaluation) for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions;
-Administers the petty cash system and ensures appropriate record keeping;
- Supervises clerical and support staff.

B. Management of UN common premises/services
-Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies, managing contracts, following-up processes and maintaining up-to-date records;
-Monitors effective implementation of common service contracts, reviews and prepares material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc.

C. ERP Functions and Roles
-Performing relevant Quantum role as a “Buyer” for issuing of purchase orders concerning procurement of services/goods and travel related costs;
-Maintains the vendor portal;
-Actively support Quantum transition process.

D. Other tasks
-Carry out UNFPA security related functions and act as focal point as delegated;
-Undertakes other financial and administrative tasks on an ad hoc basis;
-Performs other duties as required.


Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

- Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day, 5th of December).
- Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
- Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities (for instance at https://vra.unv.org),
- Contribute articles/wrjte-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.
- Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
- Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.