Administrative and Procurement Associate, G7, EECARO

The Position:

The Administrative and Procurement Associate post is located in the UNFPA Eastern Europe and Central Asia Regional Office (EECARO) in Istanbul. The incumbent will be part of the operations team and will work under the direct supervision of the Regional International Operations Manager (RIOM). The incumbent takes a client- oriented, results-focused approach to interpreting the rules, procedures and guidelines, and provides support and guidance to the region serving as a regional center of excellence. The incumbent will play a key role in supporting the RIOM in developing and implementing regional and cluster focused operational initiatives to achieve operational efficiency and effectiveness, while playing a pivotal role in providing expert guidance to the RO and CO operations personnel on procurement and administrative policies and procedures.

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

Guided by UNFPA’s strategic direction, the Administrative and Procurement Associate contributes to the effective execution of procurement, administrative, and affiliate personnel services across the EECA Region, with a holistic focus on developing regional capacity and operational excellence. This pivotal role ensures quality, high-level compliance, and timely delivery of UNFPA programmes and projects.

You would be responsible for:

A. Regional Operational Strategy, Capacity, and Compliance

• Regional Interventions: Assist the RIOM in developing and implementing regional, cluster, and CO nexus operational interventions aimed at achieving cost efficiencies and operational excellence. This includes analyzing operational data to make data-driven decisions , co-developing and proposing models for clustered or shared processes , and acting as the key focal point coordinating these efforts across the region.
• Build Regional Capacity and Compliance: 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.
• Audit Follow-up in the region: 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 to ensure high accountability and proper risk management.

B. Procurement and Contract Lifecycle Management

• Procurement Strategy and Planning: 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. This includes leading quarterly procurement planning discussions, developing/reviewing/approving plans, and coordinating collaborative efforts with clusters, COs, other UN agencies, and SCMU.
• Solicitation and Award: Facilitate and coordinate formal and informal solicitation processes (RFQs, ITBs/RFPs, Contracts for Professional Services, LTAs). Provide administrative support at every stage, including bid evaluation and award.
• Contract Drafting and Clearance: Draft contracts, amendments, and award forms using standard templates. Ensure mandatory clearances are secured from SCMU and relevant HQ for solicitations over $100,000. Submit documents to UNDP LCRC, HQ CRC, and other review committees to obtain the correct procurement authority approval before awarding.
• Oversight and Closure: Manage the complete, up-to-date log of all Contracts, POs, and LTAs, ensuring timely renewal and proper contract closure. Conduct oversight to guarantee all POs against LTAs and Contracts for Professional Services are issued strictly per the terms and conditions of the underlying agreements.

C. Affiliate Personnel Management (ICs, Interns, Volunteers)

• Hiring Coordination: Act as the overall coordinator of hiring processes for Individual Consultants (IC), Interns, and UNFPA Volunteers for the Regional Office. Provide technical advice to Country Offices identifying opportunities for pooling resources / consolidation within the region.
• Planning and Compliance: Lead the preparation and submission of quarterly affiliate workforce recruitment plans and monitor implementation. Facilitate and coordinate all formal and informal hiring processes, ensuring compliance with relevant UNFPA Policies.
• Administrative and Contract Support: Provide administrative support throughout the hiring process (TOR review, selection, contracting). Review supporting documents, draft IC contracts/amendments , and ensure required clearances (DHR, Senior Management) are received for specific cases (e.g., exceptional rates, non-competitive hiring).
• Roster and Record Management: Manage the log of all ICC and Internship contracts, ensuring timely action , and update contract monitoring tools and the consultants roster.

D. Vendor Management and UN Reform

• Vendor Management: Manage vendor relationships, conduct regular vendor evaluations, update supplier rosters , and conduct quarterly assessments for SCMU reporting. Perform buyer functions by ensuring timely creation, sourcing, and closure of POs , and prepare mandatory reports for SCMU.
• Tax and Fraud Control: 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.
• UN Reform Coordination: Represent UNFPA as delegated by the RIOM and participate in interagency working groups on common services, common premises, and common procurement. Coordinate initiatives on procurement harmonization , and streamline the use of LTAs established by other UN agencies (piggybacking) in compliance with UNFPA procedures.

E. Administration, Logistics, and Process Improvement

• Logistical Support: Support the RIOM in the administrative portfolio by managing logistical support, drivers’ schedules/dispatch , and ensuring timely renewal of premises-related service contracts.
• Vehicle Management: Assist RIOM with vehicle management, ensuring compliance with UNFPA policy, maintaining accurate records (registration, insurance) , validating logs, overseeing driver costs, and ensuring scheduled maintenance.
• SOPs and Reporting: Assist the RIOM in developing, updating, and preparing SOPs, analysis, and reports for related processes, suggesting improvements to maximize efficiency.

Qualifications and Experience:

Education:

• Completed Secondary Level Education required.
• First level university degree in Procurement, Supply Chain Management, Business Administration or similar discipline is desirable.

Knowledge and Experience:

• 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.

Languages:

• Fluency in English and Turkish is required.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Procurement of goods and services from companies and individuals
• Managing administrative services, information and workflow
• Multi-tasking

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.