Organization: UNDP – United Nations Development Programme
Location: Istanbul
Grade: Level not specified – Level not specified
Occupational Groups:
Administrative support
Project and Programme Management
Closing Date: 2024-05-18
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP’s Istanbul Regional Hub is UNDP’s hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in developing of country-level initiatives through advisory services and technical support and by implementing regional and global level programmed and projects in partnership with a wide range of partners. Under the direct leadership of the Hub Manager, the RBEC’s Regional Hub employs a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff.
Under the overall guidance and supervision of the PSU coordinator and in close coordination with the respective thematic teams to which the post is assigned the Programme Associate provides programme and administrative services in support of the IRH programme responsibilities, deliverables, and operations. This includes programme support in data, financial management, project/programme design, planning, implementation, reporting, and information management. The Programme Associate promotes a client-oriented approach, in the framework of UNDP policies, rules and regulations.
In close collaboration with policy, programme, operations and project teams in the Regional Hub, COs, and HQs, the Programme Associate identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed.
The Programme and Support Unit works to support achievement of UNDP strategic objectives to create a world where people and planet thrive together, and to help the Country Office act with both ambition and scale to address urgent problems facing the country as well as global climate deteriorating conditions. Programme staff assist the Country Office in formulating and implementing programme strategies that go beyond solving immediate development challenges to create future smart and integrated systemic changes in resilience and capacity building within the country.
Duties and Responsibilities
Under the overall guidance of the Programme Support Unit Coordinator, the Programme Associate ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations
The Programme Associate works in close collaboration with the Operations, Programme and projects’ staff in the IRH and UNDP HQ, and UN Agencies to exchange information and resolve complex finance-related issues.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
1. Support formulation of programme strategies and implementation of the Regional Programme (RP) and projects.
Provide background information for preparation of RP, preparation of project documentation, work plans, budgets and implementation arrangements and establishment of Baselines, Milestones and Targets (BMT).
Provide information/evidence to guide future programming and identify implementation arrangements.
2. Support assigned teams and projects in quality assurance processes
Advise teams and projects on timely planning and reporting exercise and supports maintenance of corporate and internal planning and reporting systems for effective and efficient project monitoring.
Support corporate and regional processes and consolidates various inputs to ensure quality submission of various documents.
Monitor the maintenance of project data in various platforms; ensures compliance with IATI.
Support maintaining and monitoring of the Quantum project management module and related tools.
Provide support to monitoring and evaluation activities, as required.
Support implementation of audit/evaluation recommendations, as required.
3. Provide programme support services to the assigned regional teams and assists in implementation of programme portfolio:
Assist in procurement and contracting processes, compiles contract documentation and prepares documents for the HR/Procurement units
Create project in ERP, prepare required budget revisions, revise project status, determine unutilized funds, and ensure operational and financial closure of a project.
Provide day-to-day guidance to implementing partners on implementation of projects, and track use of financial resources. Contribute to managing digital technology solutions in programme implementation towards scalability and sustainability in line with UNDP’s digital standards.
Contribute to the effective management of data in programme implementation, across the data lifecycle. Follow up on programme and project performance indicators/ success criteria, targets and milestones, preparation of reports, and implementation of corporate results-based management mechanisms and tools.
Identify programme related bottlenecks and propose solutions.
Make preparations for external and internal programme/project audits, and support implementation of audit recommendations.
Provide administrative support to the Programme unit by maintaining internal expenditure system and performing quality assurance review of technical reports and payments that includes following up with other units and taking timely corrective actions.
4. Facilitate knowledge building and knowledge sharing.
In assigned programme areas:
Organize and deliver programme related training for relevant programme and operations personnel.
Compile lessons learned and best practices.
Provide contributions to knowledge networks, communities of practice and digital knowledge platforms.
5. Support implementation of the partnership and resource mobilization strategies
In assigned programme areas,
Analyze information on donors and prepare donor profiles.
Track and report on mobilized resources.
Review contributions agreements and manage contributions in ERP.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Supervisory/Managerial Responsibilities: May supervise support staff in Programme unit
Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical Competencies:
Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Risk Management: Ability to identify and organize action around mitigating and proactively managing risks
Results-Based Management: Ability to manage programmes and projects with a focus on improved performance and demonstrable results.
Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Required Skills and Experience
Education:
Secondary education is required
A university degree in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or related field will be given due consideration, but it is not a requirement.
Experience:
A minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative/management or programme experience is required at the national and/or international level. Ability to review and edit documents, ability to produce meeting reports identifying key actions.
Knowledge of UN regulations, rules, and procedures is an asset.
Experience and knowledge of Quantum is a strong asset.
Experience of working in global virtual teams is a strong asset.
Experience in office software packages (MS Word, Excel, etc.) database packages, and web-based management systems such as ERP.
Previous experience with international organizations is asset.
Language:
Fluency in the UN language of the duty station is required
Fluency in the national language of the duty station is required for local staff
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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