By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Audit Administrative Associate

Istanbul

  • Organization: UNDP - United Nations Development Programme
  • Location: Istanbul
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Accounting (Audit, Controlling)
    • Internal audit, Investigation and Inspection
  • Closing Date: Closed

Background

The Office of Audit and Investigations (OAI) reports to the Administrator and is responsible for internal audit and investigations services to UNDP and its affiliated entities. OAI provides independent, objective assurance on the effectiveness of risk management and the effectiveness and adequacy of internal controls.

OAI has a decentralized organizational structure with Directorate and other headquarter units, based in New York, and Regional Audit Centres (RAC) located in the five regions covered by UNDP. The RAC is normally staffed with a Chief (P-5 level), three or four Audit Specialists (P-4 or P-3 level), and one Administrative Associate (G-6 level). RAC for Europe, the Commonwealth of Independent States and the Middle East (RAC-ECME) is based in Turkey, Istanbul.

Under the overall guidance and supervision of the RAC Chief, the Audit Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work, and provides efficient support to the internal audit activity and may participate in audit assignments. The Audit Administrative Associate promotes a client, quality and results-oriented approach. He/ she ensures effective and efficient support to the RAC in achieving results, full confidentiality in all aspects of assignment, implementation and maintenance of established administrative and audit-related standard operating procedures, management of information flow, and follow-up on deadlines and commitments made. He/ she may take routine decisions on administrative matters based on clearly established authority and guidelines. 

The Audit Administrative Associate works in close collaboration with the audit staff at RAC, other OAI staff and staff at the local duty station to exchange information and ensure consistent service delivery. 

Duties and Responsibilities

1) Provision of administrative support

Provides efficient administrative support, in conformity with standard operating procedures, focusing on achieving the following results:

  • Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings.  Perform unofficial translations when required.
  • Organization and maintenance of a proper (automated) filing system ensuring safekeeping of confidential materials. 
  • Prompt exchange of information and follow up on deadlines, commitments made, actions taken with OAI units and with other UNDP offices.
  • Preparation of periodic RAC activity reports for submission to OAI management (time sheets, budget and expenditures, audit activity reports, NGO/ NIM audit activity status reports, inventory, etc.).
  • Other administrative support tasks, as requested by the Chief, RAC or the Operations Specialist.

2) Provision of operations support

Provides efficient operations support, in conformity with policies and procedures and standard operating procedures and in close coordination with the OAI Operations Specialist, focusing on achieving the following results:

  • Travel administration: arrangement of flight bookings, daily subsistence allowances, visa applications  and other travel-related requirements. Perform a Buyer’s role in Atlas for travel-related transactions.
  • IT support:  maintenance of IT equipment and software; colabotate with the OAI Information Management Associate or the UNDP IRH IT focal point on IT-related matters.
  • Maintenance of accurate and up-to-date list of RAC’s assets and provision of information to OAI HQ.
  • Procurement administration:  Preparation of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, preliminary evaluation and timely submissions to the Contract, Asset and Procurement Committee and Advisory Committee on Procurement. Preparation of purchase orders or vouchers and/or receipts; vendor profiles, monitor invoices, follow-up on delivery of goods and services.  Perform a Buyer’s role in Atlas for procurement-related transactions.
  • Financial administration:  Provide support in the preparation and monitoring of the annual budget. Proper control of supporting documents of funds and activities. Administration of the petty cash fund, if applicable.
  • Personnel administration: Prompt recording and maintenance of attendance and leave reports.

3) Provision of audit support

Provides efficient audit support, in conformity with standard operating procedures, focusing on achieving the following results:

  • Support the preparation of audit notifications and other planning documents.
  • Assist in review, proofread and finalize draft and final audit reports, DIM OAI Executive Summaries and NGO/NIM Review Letters in terms of desktop publishing, layout and format,
  • Maintain audit information on the audit management system (SHAPE); the Comprehensive Audit and Recommendations Database System (CARDS); and the NGO/NIM audit tracking system, ensuring data are up-to-date and accurate.
  • Extract and compile data from Atlas, SHAPE, CARDS and other sources for quarterly progress reports, annual risk assessment exercise, half yearly desk review of status of implementation of audit recommendations, NGO/NIM audit exercise, etc.
  • Perform ad-hoc tasks and data/information extraction as requested by the Chief for correspondence with country offices and headquarters.

4) Participation in audit assignments

On occasions and as appropriate, participates in audit assignments, in conformity with the International Standards for the Professional Practice of Internal Auditing and standard operating procedures, focusing on achieving the following results:

  • Audit planning:  provide support in extracting reports from ATLAS and other UNDP internal resources; analyze data using ACL, Excel, etc. for sample selection. Coordinate with Country Offices on data provided for audit fieldwork, including for NGO/NIM annual audit exercise.
  • Audit fieldwork:
    • Participate in conducting audit test in operations area under close supervision of team leader or another Audit/Programme Specialists.  Provide support in data collection, analysis, and compilation. Review and report on the accuracy, timeliness and relevance of the information gathered.
    • Use of audit software to record the observations.
    • Participate in meetings with client (CO management/ staff) if required.
    • Assist in preparation of write up of main issues for the exit meeting presentation for review of team leader.
    • As a part of a team, carry out multiple support tasks as requested by team leader and RAC Chief. 
  • Audit reporting: Assist in finalizing working papers using audit software. Compile oral and written information on issues arising during audit fieldwork for audit reports.

5) Support to knowledge building and knowledge sharing

Supports knowledge building and knowledge sharing in the OAI, focusing on achieving the following results:

  • Implementation of his/her personal learning and training development plan, maintaining professional advancements through self-study, and/or attending professional development training
  • Training of staff on the administrative procedures.
  • Briefing/ debriefing of staff members on issues relating to area of work
  • Sound contributions to the ongoing development of professional practices within OAI and corporate knowledge networks and communities of practice.

6) Performs other duties that may be assigned by the Chief, RAC.

Competencies

Core

Innovation

  • Ability to make new and useful ideas work

Leadership

  • Ability to persuade others to follow

People Management

  • Ability to improve performance and satisfaction

Communication

  • Ability to listen, adapt, persuade and transform

Delivery

  • Ability to get things done while exercising good judgement

Technical/Functional

Teamwork

  • Embraces extra responsibility.
  • Build team morale & consensus

Building & Sharing Knowledge:

  • Ability to efficiently handle and share information and knowledge 

Task Management Skills:

  • Produces timely, quality outputs.
  • Exercises sound judgment/ analysis.
  • Develops creative solutions.
  • Ability to handle multiple tasks

Technical:

  • Understands the main processes and methods of work regarding to the position
  • Demonstrates good knowledge of information technology tools and management systems, preferably including PeopleSoft 

Financial Reporting

  • Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner 

Required Skills and Experience

Education:

  • Completion of secondary education, OR university degree; preferably in business or public administration.
  • Certification in administration desirable.
  • UNDP Procurement Certification is recommended.
  • Certification as Certified Internal Auditor (CIA) is an advantage; candidates without CIA are encouraged to obtain such certification after assuming office.

Experience:

  • A minimum of 6 years (for completed secondary education) OR minimum of 3 years (for graduates with bachelor’s degree) of relevant experience in administration or programme support service.
  • Extensive experience in the usage of computers and Microsoft Office packages.
  • Experience in using of web-based management systems.

Language Requirements:

  • Fluency in oral and written English and Turkish.
  • Any other UN official language(s) is an asset.

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP 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 UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

This vacancy is now closed.
However, we have found similar vacancies for you: