Background and Organizational Context 

As of September 2025, OCHA Syria, based in Türkiye, comprises 30 staff members. Although the OCHA Office in Türkiye is expected to scale down by the end of the year, a residual capacity of 10–15 staff will be maintained. From 2026 onwards, the Ankara Liaison Office is expected to provide support to OCHA Istanbul, which will have a staff capacity of 52.

Based on the Host Country Agreement signed in September 2013 between OCHA and the Ministry of Foreign Affairs (MFA) of the Government of Türkiye, OCHA Office in Türkiye is required to maintain a presence in Ankara for liaison purposes. The OCHA office in Gaziantep is recognized by the MFA as a field office in proximity to the Syria cross-border operations.

The Ankara Office comprises three national staff members: one NO-C staff member, one G-7 Administrative Associate, and one G-3 Driver. The office serves as a liaison point for interlocutors based in the capital city.

Under the overall guidance and supervision of the Head of the Liaison Office in Ankara, the Administrative Associate is responsible for the coordination and execution of a range of interrelated operational and administrative activities in support of both the Ankara, Gaziantep, and Istanbul offices, ensuring a high level of quality and accuracy in all work. The Administrative Associate promotes a client-focused, quality- and results-oriented approach.

The Administrative Associate works in close collaboration with colleagues in Gaziantep and Istanbul, as well as with Operations, Programme and Project staff in the Country Office and personnel from other UN agencies, to facilitate information exchange and ensure consistent and effective service delivery.

Applicants applying for UNOCHA Local Fixed-Term positions must be Turkish citizens. Only candidates who hold Turkish nationality and meet the required qualifications in terms of education, experience and language skills, as outlined in the job description, should apply online and submit one application.

Only shortlisted candidates will be contacted. Qualified female candidates are strongly encouraged to apply. For additional information on UNOCHA, please visit www.unocha.org.

Position Purpose

The National Administrative Associate will provide comprehensive administrative, liaison, logistics, and budgetary/financial support to ensure efficient office operations and full compliance with UN rules, regulations, and procedures. The role contributes directly to accountability, effective coordination, and the smooth implementation of activities within the assigned area of responsibility.

Key Duties and Accountabilities

Under the overall guidance and direct supervision of the Head of the Liaison Office, the National Administrative Associate will be responsible for the following main duties and responsibilities:

Provide Administration and General Office Management Responsibilities (OCHA Liaison Office – Ankara)

• Ensure the effective provision of secretariat services for the OCHA Türkiye Office in Ankara, with a particular focus on protocol arrangements with the Ministry of Foreign Affairs (MFA) of Türkiye. Escalate unusual or complex cases to senior management for guidance and resolution.
• Serve as the focal point for the operation and management of the diplomatic portal assigned to OCHA by the MFA, including the processing and monitoring of work permits, residence permits, diplomatic vehicle registrations, and renewal of fuel quotas.
• Establish and maintain effective working relationships with the MFA, UN agencies, donors and humanitarian partners, in support of OCHA’s coordination and liaison role.
• Coordinate and submit applications for new and renewed work and residence permits for all international staff and their eligible dependents.
• Provide support for entry visa applications for non-UNLP holders, including International UNVs and Stand-by Partner (SBP) personnel deploying to Türkiye.
• Provide induction and procedural briefings for newly arrived staff on the processes and requirements for obtaining work and residence permits in Türkiye.
• Maintain and regularly update the official staffing table for periodic submission to the MFA, in close collaboration with the Office of the Resident Coordinator in Ankara.
• Coordinate the renewal process of Value Added Tax (VAT) exemption cards for OCHA Türkiye.
• Facilitate the clearance and exit procedures for departing diplomatic and tax-free vehicles through the diplomatic portal.
• Facilitate customs clearance procedures for imported office equipment and supplies, including ICT equipment, UNDAC kits, and personal effects of staff eligible for duty-free privileges.
• Liaise with UN agencies on matters related to incoming and outgoing diplomatic pouch services.
• Serve as the first reporting officer for the driver, contractual staff, and provide administrative support to junior staff in the Istanbul office, particularly in relation to work and residence permit procedures and UMOJA usage.
• Manage and coordinate the driver’s schedule, and review and verify monthly overtime submissions to ensure accuracy and compliance with UN regulations.
• Maintain and regularly update the OCHA Türkiye contact database, including key donor contacts, Heads of UN Agencies and INGO representatives based in Türkiye, and ensure all mailing lists are current and accurate.

Provide Logistics, Protocol and High-Level Meeting Responsibilities for the OCHA Liaison Office in Ankara

• Liaise with the UNDP Country Office (Finance, Procurement and Protocol Units) to ensure all OCHA-related administrative and logistical support services are delivered efficiently and in a timely manner.
• Coordinate and provide logistical and protocol arrangements for high-level official missions to Ankara, including VIP arrangements, preparation of mission letters, and compilation of information for briefing materials.
• Support the planning and organization of periodic and ad-hoc donor meetings, inter-agency coordination meetings, conferences and consultations related to humanitarian and emergency response activities.
• Monitor the implementation and progress of events to ensure objectives are achieved and conduct post-event reviews to assess effectiveness and identify lessons learned.
• Serve as Travel Administrator for staff who do not have relevant roles in UMOJA (including national staff and consultants), including the creation of Travel Requests and submission of Expense Reports and Stand-Alone Expense Reports.

Procurement Support Responsibilities

• Ensure the timely procurement of goods and services in full compliance with established UN rules, regulations, policies and procedures, and within approved budgets.
• Based on operational requirements, initiate and support the establishment of contracts for recurrently supplied goods and services.
• Prepare memoranda, requisition forms and all other required documentation for new procurement requests and contract amendment submissions.
• Monitor contract and lease expiration dates and take proactive action to request extensions, renewals, or amendments for goods and services required by OCHA Türkiye.
• Assist in the day-to-day administration and management of contracts between the UN and vendors/contractors.
• Monitor contractor performance and collect feedback from end users for submission of electronic vendor performance evaluation reports.
• Process contractors’ invoices in a timely manner and follow up on the status of payments to ensure compliance with agreed terms.
• Maintain and regularly update the payment tracking matrix and ensure proper record-keeping of Shopping Carts and all relevant supporting documentation.
• Issue low-value Purchase Orders (POs) for ad-hoc, non-recurrent requirements, as required.
• Support the registration of new business partners in UMOJA/UNGM to expand and diversify the supplier pool for the OCHA Türkiye Office.

Impact of Results:

The effective delivery of the above functions directly supports the overall resource structure, operational efficiency, and organizational effectiveness of the office and its project activities. The incumbent’s performance will contribute to strengthened administrative, logistical and procurement processes, enhanced compliance with UN rules and Host Country requirements, improved coordination with government counterparts and partners, and the smooth implementation of programmes and operations.

Through timely, accurate, and compliant support services, these results will ensure continuity of operations, informed decision-making, efficient use of resources, and a professional institutional presence in Türkiye in support of OCHA’s mandate.

Core Competencies:

• Professionalism: Knowledge of general office and administrative support including administrative policies, processes, and procedures. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• 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.
• Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Requirements

Education

• Secondary education with seven (7) additional years of relevant professional experience is required OR
• A Bachelor’s degree or equivalent in Political Science, Social Science, International Studies, Public Administration, Economics, or a related field is desirable.

Experience, Knowledge, and Skills

• A minimum of seven (7) years (with Secondary education) or four (4) years (with Bachelor’s degree) of relevant professional experience in administration, logistics, programme support and liaison functions is required.
• Previous experience working with the United Nations and/or NGOs is desirable
• Experience in the use of computers and standard office software packages (Windows, MS Word, Excel/Spreadsheets, Internet/Web) and familiarity with web-based ERP systems such as UMOJA, Atlas, PeopleSoft and Inspira is desirable.
• Familiarity with and a good understanding of emergencies or humanitarian operations is desirable.

Language

• Fluency in English and Turkish (written and spoken) is required for this position.

Equal opportunity

As an equal opportunity employer, UNOCHA values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNOCHA is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNOCHA does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Probation

For all new UNOCHA fixed term appointments (FTA), including for staff members being transferred or seconded to UNOCHA under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.