Administrative and Procurement Associate

The Administrative and Procurement Associate supports procurement, administrative, and affiliate personnel services across the EECA Region, focusing on operational excellence and compliance. The role involves developing regional capacity, managing procurement processes, coordinating affiliate personnel hiring, vendor management, and supporting administrative and logistical functions.

Responsibilities

• Assist the RIOM in developing and implementing regional, cluster, and CO nexus operational interventions aimed at achieving cost efficiencies and operational excellence.
• Lead interventions that develop regional capacity, targeting standardization, and ensuring full policy compliance in procurement, administration, and affiliate workforce matters for both the Regional and Country Offices.
• Act as a resource to the region in addressing, leading, and assisting the RIOM in implementing internal and external audit recommendations related to procurement, administration, and affiliate workforce management.
• Assist the RIOM in the strategic management of procurement by acting as the overall coordinator for the Regional Office's procurement processes, from requirement definition to contract closure.
• Facilitate and coordinate formal and informal solicitation processes (RFQs, ITBs/RFPs, Contracts for Professional Services, LTAs).
• Draft contracts, amendments, and award forms using standard templates and ensure mandatory clearances are secured.
• Manage the complete, up-to-date log of all Contracts, POs, and LTAs, ensuring timely renewal and proper contract closure.
• Act as the overall coordinator of hiring processes for Individual Consultants (IC), Interns, and UNFPA Volunteers for the Regional Office.
• Lead the preparation and submission of quarterly affiliate workforce recruitment plans and monitor implementation.
• Provide administrative support throughout the hiring process including TOR review, selection, contracting, and clearance.
• Manage the log of all ICC and Internship contracts, ensuring timely action and update contract monitoring tools and the consultants roster.
• Manage vendor relationships, conduct regular vendor evaluations, update supplier rosters, and conduct quarterly assessments for SCMU reporting.
• Share the VAT tax exemption card with vendors and maintain a log and control over its use to reduce the risk of fraud and abuse of privileges.
• Represent UNFPA in interagency working groups on common services, premises, and procurement, coordinating initiatives on procurement harmonization.
• Support the RIOM in administrative portfolio by managing logistical support, drivers’ schedules/dispatch, and ensuring timely renewal of premises-related service contracts.
• Assist RIOM with vehicle management, ensuring compliance with UNFPA policy, maintaining accurate records, validating logs, overseeing driver costs, and ensuring scheduled maintenance.
• Assist the RIOM in developing, updating, and preparing SOPs, analysis, and reports for related processes, suggesting improvements to maximize efficiency.

Requirements

• Completed Secondary Level Education required.
• First level university degree in Procurement, Supply Chain Management, Business Administration or similar discipline is desirable.
• Minimum of seven (7) years of relevant experience in administration, procurement and logistics, premises and services management.
• Proven experience and track record in successfully managing and implementing procurements and administrative functions, processes and systems in development organizations at national or international level.
• Expert knowledge of policies and procedures related to the public sector supply chain management, administration, affiliate workforce management, and other relevant operational policies and procedures is required.
• Expertise in the specific United Nations policies and procedures are preferred.
• Proficiency in current Microsoft Office applications (especially Microsoft Excel and Word).
• Experience in using Oracle based ERP system or similar cloud based ERP systems.
• Ability to identify, gather and generate analytical reports and interpret them for management and operational decision making.
• Ability to write clearly and concisely.
• Working experience with UN organizations is desirable.
• Fluency in English and Turkish is required.

Skills

• Procurement Management
• Supply Chain Management
• Administrative Management
• Logistics Management
• Public Sector Supply Chain
• Affiliate Workforce Management
• United Nations Policies
• MS Excel
• MS Word
• Oracle ERP
• Cloud ERP Environments
• Analytical Reporting
• Report Writing
• Vendor Management
• Personnel Services Management
• Operational Compliance

Languages

English, Turkish