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: 2024-09-11
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 programmes and projects in partnership with a wide range of partners.
Inclusive Growth Team provides advisory support to country offices in the ECA region in areas of Inclusive growth, employment, trade, sustainable development and just transition and implements a portfolio of projects such as: Aid for Trade (AfT), , Regional Returnee Reintegration in the Western Balkans Greening the Future in Moldova and Georgia etc. The present Project Associate (PA) position is established under the Inclusive Growth Team (IGT) with the purpose to provide support to the project management requirements of the ongoing projects; as well as other activities related to the Inclusive Growth Team portfolio. The PA will complement the Programme Support Unit (PSU) in providing backstopping in administrative and financial issues, but also in the management and implementation of the project portfolio.
Under the direct supervision of the project managers in the Inclusive Growth Team and the overall guidance and oversight of the Team Leader, the PA provides support to administrative and finance services ensuring high quality of work, accurate, timely, and properly recorded/documented service delivery. The PA works in close collaboration with implementing COs, operations and other staff in IRH and COs and external consultants. The position requires a high level of self-initiative and learning motivation.
Duties and Responsibilities
Supports management and implementation of regional projects focusing on the achievement of following results:
Ensures creation of projects in ERP, prepares and enters budget revisions, revisions of project status, monitors unutilized funds and donor balances, carries out operational and financial closure of projects;
Compiles donor financial reports, monitors use of cost sharing funds and other resources. Keeps Track and reports on mobilized resources;
Ensures effective management of data in project implementation, across the data lifecycle. Follow up on project performance indicators/ success criteria, targets and milestones, preparation of reports, and implementation of corporate results-based management mechanisms and tools.
Identifies projects-related bottlenecks and proposes solutions.
Prepares external and internal programme/project evaluations/audits and supports implementation of evaluations/audit recommendations.
In liaison with project implementation agencies ensures that Project Delivery Reports (PDRs) are correct. Uploads PDRs to ERP. Generates Combined Delivery Reports (CDRs), checks for correctness. Generates financial transaction detail reports. Communicates with UNDP IRH Finance Unit and HQ on financial matters as required;
Facilitate implementation of project activities related to organization of events and trainings, and procurement of consultancy services and equipment;
Drafts standard correspondence for project implementation;
Compiles data and evidences for preparation of narrative and financial project reports;
Maintains project files in Quantum and other document management systems;
Provides support in ad-hoc project administrative and operational issues and provides information within UNDP.
Provides effective administrative and operational support focusing on the achievement of the following results:
Maintains an internal expenditure control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers, journal vouchers. Makes budget check for requisitions and vouchers;
Prepares Non-PO and purchase orders (PO) based vouchers in Quantum;
Assists in procurement and contracting processes. Compiles contract documentation and prepares documents for the IRH and Procurement Units;
Contributes to the preparation of the projects’ recruitment and procurement plans;
Assists in organization of internal meetings, drafts minutes as required;
Provides administrative support to the staff of the team as requested;
Support to arrangement of travel, preparation of travel authorizations, and support by processing requests for visas.
Supports knowledge building and knowledge sharing:
Organize and delivers project related training for relevant project personnel
Assists preparation of reports by synthesizing lessons learnt and good practices;
Contributes to and administers events and spaces pertaining to UNDP knowledge networks;
Assists the preparation of training materials.
Institutional Arrangement
Project Associate will be reporting to Aid for Trade and Regional Returnee Reintegration Project Managers.
Competencies
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 and Technical competencies:
Business Management – 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.
Business Management – Administration and operations
Events management (including retreats, trainings and meetings)
Business Management – Travel policy and procedures
Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters
Finance – Budget management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Technical – Financial reporting and analysis
Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance
Procurement – Procurement management
The ability to acquire goods, services or works from an outside external source
Procurement – 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 with preferably specialized certification in Administration and/or Accounting and Finance.
Bachelor’s degree in economics, business administration, financial management, or related field will be given due consideration, but it is not a requirement.
Experience:
Minimum 7 years (with High school diploma) or 4 years (with Bachelor’s degree) of relevant progressively responsible project administration/management experience is required at the national and/or international level.
Required skills:
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in handling of web based management systems (i.e. ERP, , PeopleSoft programmes) is required.
Experience and knowledge of Quantum is a strong asset.
Experience in fields relevant to the specific duties of the job such as in project administration and/or coordination is a requirement.
Desired skills:
Demonstrated track record in the preparation of technical and financial reports, and accounts management of international projects is an asset.
Experience organizing exchange workshops and/or training activities at the national or international level is an asset.
Prior experience with UN Agencies or UNDP project oversight or management would be an asset.
Knowledge of travel/ administration/procurement/HR rules and regulations for international development organizations is highly desirable.
Languages:
Fluency in English and Turkish is a requirement.
Knowledge of a regional language will be considered as an asset.
Disclaimer
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.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.