Under the guidance of and reporting directly to the Deputy Director, Istanbul International Center for Private Sector in Development, the Administrative Assistant will be responsible for, but not limited to, the following key functions:
1) Efficient and effective administrative and logistical support:
– Coordinating and creating travel requests in the system, ensuring accurate and complete data entries.
– Coordinating visa application and hotel reservation processes as may be required.
– Liaising with the travel agencies on the ticket reservations, issuance, amendment, and cancellation.
– Verifying the accuracy of travel entitlements for travel advances and travel reports.
– Monitoring and following-up on the timely settlements of travel claims in collaboration with the HQ Travel Unit.
– Compiling and filing necessary travel-related documents for audit purposes.
– Keeping abreast of updates/changes in the Travel and Expense Module and making new/updated information available to staff.
– Supporting the collection of information for DSA, travel agencies and other administrative surveys.
– Supporting the organization of national and international conferences, workshops, retreats, missions as well as high-level and working level meetings, including venue reservation, arrangement of catering, ICT and interpretation services, etc.
2) Daily office management and coordination
– Arranging shipment of goods, publications and correspondence as may be required.
– Drafting routine correspondence, memoranda, reports, and meeting minutes in accordance with the diplomatic protocol and established procedures.
– Preparing informal translations and acting as interpreter when necessary.
– Maintaining contact list of strategic partners.
– Facilitating documents submission for visa and residence permit issuance by the Turkish MFA.
– Collecting and updating information on assets and non-assets management.
– Identifying office ICT and stationery needs and addressing them in a timely manner.
– Facilitating the onboarding of newcomers by sharing relevant information.
– Maintaining files and records related to the day-to-day office management.
3) Ensuring effective implementation of operational strategies:
– Ensuring full compliance of administrative and logistics activities with UN/UNDP rules, regulations, policies and strategies.
– Supporting the recruitment of local personnel (NPSAs, UNVs, interns, etc.) as might be required.
– Supporting the procurement of basic goods and services through market research and collecting quotations and proposals.
– Raising E-requisitions and creating PO receipts as per established Standard Operating Procedures.
– Ensuring timely response to the identified bottlenecks and operational issues.
– Contributing to the FSH knowledge management and resource mobilization efforts.
– Collecting and submitting relevant data inputs in response to HQ requests.
– Backstopping other team members and performing other duties related to this position as may be required by Supervisor.
The Administrative Assistant will work under the direct supervision of the IICPSD Deputy Director and will be in close collaboration with the other IICPSD and Project management Support Team members.
Job Features
