Organization: UNDP – United Nations Development Programme
Location: Istanbul
Grade: Level not specified – Level not specified
Occupational Groups:
Administrative support
Banking and Finance
Environment
Project and Programme Management
Closing Date: 2024-06-21
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 is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels offers a spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in its Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in UNDP’s Strategic Plan.
Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS staff provides technical advice to Country Offices; advocates for UNDP corporate messages; represents UNDP at multi-stakeholder fora, including public-private, government and civil society dialogues; and engages in UN inter-agency coordination in specific thematic areas.
BPPS’s Hubs on Nature, Climate, Energy and Waste, with the support of the Vertical Fund Programme Support Oversight and Compliance Unit, works with governments, civil society, and private sector partners to integrate nature, climate, energy and waste related concerns into national and sector planning and inclusive growth policies, support country obligations under Multilateral Environmental Agreements, and oversee the implementation of the UN’s largest portfolio of in-country programming nature, climate change, energy and waste. This multi-billion-dollar portfolio encompasses:
Biodiversity and Ecosystem Services including forests;
Sustainable Land Management and Desertification including food and commodity systems;
Water and Ocean Governance including SIDS;
Climate Change Mitigation and Adaptation;
Sustainable Energy;
Extractive Industries;
Chemicals and Waste Management;
Environmental Governance and Green/Circular Economy and SCP approaches.
This work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South-South learning.
In addition to UNDP’s bilateral partnerships in Nature, Climate, Energy and Waste, UNDP is an accredited multilateral implementing agency of the Green Climate Fund (GCF), the Multilateral Fund (MLF), the Adaptation Fund (AF) and the Global Environment Facility (GEF). As part of UNDP’s partnership with these vertical funds (VFs), UNDP’s Vertical Fund Programme Support Oversight and Compliance Unit supports UNDP’s Nature, Climate, Energy and Waste related Hubs and provides countries specialized integrated technical services for eligibility assessment, programme formulation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments and knowledge management services.
Duties and Responsibilities
Under the overall supervision of the Regional Technical Advisors (RTAs) and direct coordination and guidance of the Environment Regional Team Leader (RTL), the Regional Programme Associate will facilitate the effective delivery of the environmental finance portfolio in Europe and CIS by providing support and oversight throughout the development, implementation, monitoring/evaluation and closure of vertical funds projects. This includes effective portfolio data management and monitoring to maximize COs’ timely compliance with UNDP and various vertical fund requirements.
The Regional Programme Associate will work in close collaboration with the Operations, Programme, and Project teams in the COs, and global team/staff to resolve complex programme-related issues and to ensure a consistent quality service delivery.
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.
Key Duties and Accountabilities:
Management and Support to projects under development (pipeline):
Coordinate document processing related to project development in the region (regional and country level projects) as relevant to all stages of the project cycle;
Collection, analysis and checking for accuracy and consistency of information against established formats;
Updating the team project database e.g. Project Information Management System (PIMS+);
Tracking required information for project completion and/or processing requirements;
Timely and proactive follow-up on correspondence with project proponents, Country Offices (COs) and Headquarters; and
Conduct final quality check of documentation for submission ensuring accuracy and compliance with formats and guidelines according to the established SOPs.
Monitoring and support to projects (after approval from Vertical Funds):
Effective and timely communication to COs on the processes relating to Delegation of Authority (DOA) and ensure COs receive a DOA Letter, the approved final UNDP Project Document, and any other associated/necessary documents and requested clearance (including financial and technical clearance) once the team receives an approval/endorsement from a source of funds;
Ensures Annual Work Plans are submitted for Regional Technical Advisors’ (RTA) approval and Authorized Spending Limit (ASL) issuance;
Support the Regional Technical Advisors in reviewing projects’ annual and multi-year work plans in a timely manner, ensuring compliance with Donor requirements in terms of budgeting and identify irregularities;
Assist the Management and Programme Support Specialist in regional portfolio analysis, in particular, ensuring all data necessary for the analysis is collected from COs and consistent for any specific projects under his/her portfolio;
Assist COs in completing budget revision processes in time for ongoing projects under his/her portfolio.
Portfolio Monitoring and Support (includes projects under development and under implementation):
Ensure all project information in the database (PIMS+) is correct and up to date at all times from the creation of a project in PIMS+ until the project’s operational and financial closure for projects under his/her portfolio;
Actively monitor project delivery and submission of progress reports and budget revisions for the region, identifying reasons for shortfall in delivery and alert RTAs of any projects with concerns;
Undertake financial monitoring of the portfolio in the region and analyze individual projects’ budgets and budget revisions in close coordination with the COs and RTAs;
Assist in all aspects of regional portfolio management, including tracking of standard project related management actions, monitoring and evaluation requirements and progress reports (TPR/APR, PIR) including processing of required documentation;
Maintains the electronic project database fully updated and, where necessary, organizes and maintains hard-copy files of all projects and associated information and official documentation;
Assist in the preparation, updating, and dissemination of PowerPoint and other presentations and in managing dissemination of information that describe the work and achievements of Nature Hub via the media;
Conduct financial follow-up and advise Country Offices (or executing agencies in case of regional or global projects without Project Principle Resident Representatives) with regard to the deployment of the funds and the project closure, as well as, the preparation of the quarterly reports flagging to the RTA any discrepancies, need for action, or progress in disbursement;
Maintain close contact with COs on projects in varying stages of the project cycle, tracking project development and/or implementation progress against established timeframes for project maturation and/or the attainment of implementation milestones as indicated in project annual work plans, recommending courses of action as appropriate and bringing to the RTAs’ attention all technical issues that require attention/resolution;
Draft correspondence and assist with other administrative tasks, as required;
Backstop other members of the Team and performs ad-hoc tasks, as required, to ensure the Team will deliver at the highest standard;
Support in all aspects of the organization of meetings, seminars, and workshops including making timely conference room booking, assisting in preparing, sending, and following up on invitations, agendas and/or background documentation, etc.
Country Office Capacity Support:
Responsible for information flow between COs and HQ on the regional portfolio to meet all reporting requirements;
In coordination with RTAs, advise environmental focal points on procedural issues, approval processes and associated timeframes related to vertical funds project cycle management, according to the UNDP POPP, the relevant Programming Manual, and any other appropriate Advisory Notes and guidelines;
Assist COs, Europe and CIS Team, or HQs on staff recruitment processes and consultant procurement processes, including the development of TORs, finalizing advertisements, long and short listing, organizing interviews, ensuring necessary records and documentation throughout the recruitment process, etc., as requested by RTAs;
Work in close collaboration with the VF Program Support Oversight & Compliance Management and Programme Support Unit and the operations, programme, and projects’ staff in COs as required for resolving complex issues related to project administration or portfolio management;
Organize training programmes and workshops in the region as appropriate, including logistics, communications with COs, documentation requirements, and any other logistical and administrative support.
Self-Development, Learning, Knowledge Management:
Learn from and contribute to corporate knowledge tools including programming manual and PA training manuals;
Organize and participate in training programmes and workshops as required, oversee logistics, documentation, and preparation/review of budget and authorization of expenses;
Coordinate focal area knowledge management activities. Manage dissemination of information through Power Point or similar means, resulting in public awareness of the work and achievements of the team;
Undergo training in UNDP and vertical funds programme requirements.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core 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 Development- Knowledge Generation
Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
Business Management- Project Management
Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve specific goals.
Business Management- Monitoring
Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and Programme performance and results.
Procurement- Procurement Management
Ability to acquire goods, services, or works from an outside external source.
2030 Agenda: Engagement & Effectiveness- Effectiveness
Quality assurance of corporate data.
Business Management- Communication
Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media, and other appropriate channels.
Administration & Operations-Events management (including retreats, trainings, and meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Required Skills and Experience
Education:
Secondary education is required
Bachelor’s degree in Economics, Political Sciences, Social Sciences, or other closely related fields will be given due consideration, but it is not a requirement.
Experience:
Minimum 7 years (with Secondary education), or 4 years (with Bachelor’s degree) of experience in programme/project management, financial resources management, budget management, and/or administrative support functions.
Languages:
Fluency in English and Turkish is required.
Required and desired skills:
Experience with tools and methodologies to follow-up on projects or project cycle management is required;
Mastery in the usage of computers and office software packages (MS Word, Excel, as a minimum, database management as a plus) and demonstrated experience in web research is required;
Extensive experience in project oversight and/or management will be considered an advantage;
Experience at the national or international level with organizations that manage grants or vertical funds will be considered an advantage;
Good knowledge of an ERP System (such as Quantum) and UNDP programming and budget structure will be considered an advantage;
Experience in procurement will be considered an advantage;
Knowledge of vertical funds will be considered an advantage;
Writing and editing skills, as well as, experience preparing graphic presentations will be considered an advantage;
Knowledge of other official UN languages will be considered an advantage.
Keywords: Delivery, Innovation, Project Management, oversight, vertical fund, GEF, GCF, Monitoring.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
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.
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