Organization: UNDP – United Nations Development Programme
Location: Remote | Istanbul
Grade: Level not specified – Level not specified
Occupational Groups:
Administrative support
Information Technology and Computer Science
Project and Programme Management
Closing Date: 2024-07-06
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, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the 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 the Strategic Plan.
Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policies and guidance to support the results of UNDP’s Strategic Plan. BPPS’s staff provides technical advice to Country Offices, advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government, and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response.
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.
Under the climate hub, UNDP’s Climate adaptation portfolio assists government partners to scale up the integration of climate change adaptation into policy, planning, and investments at both national and local levels through the support to the National Adaptation Planning (NAP) process and the NDCs. UNDP supports climate change adaptation action in the context of agriculture and food security, water resources, coastal zone management, ecosystems protection, public health, resilient infrastructure, urban resilience, livelihoods, and climate information/early warnings.
Under the portfolio, it is also working to enable countries to harness the land use and agriculture sectors’ potential for climate change mitigation and adaptation, aligned to countries’ national climate pledges through its Support Programme on Scaling up Climate Ambition on Land Use and Agriculture through Nationally Determined Contributions (NDCs) and National Adaptation Plans (NAPs) (SCALA). This German Ministry of Environment (BMU)-funded Programme is currently under implementation and is designed to assist countries to translate their NDCs and/or NAPs into actionable and transformative climate solutions in land use and agriculture with multi-stakeholder engagement. This Programme is a joint effort of UNDP and FAO. It works across 12 countries in Latin America, Asia, Africa and the Middle East. A key outcome of the programme is to increase private sector engagement and investment to support the achievement of NDCs and NAPs.
Under the overall supervision of the Technical Specialist on NAP/SCALA Programme Coordinator, the Programme Associate (PA) provides the programme and administrative support services ensuring high quality, accuracy and consistency of work to the SCALA programme. The Programme Associate promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.
Duties and Responsibilities
Ensures implementation of operational and financial strategies focusing on achievement of the following results:
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies;
Implementation of the effective internal control, proper design and functioning of the financial resources management system
Continuous analysis and monitoring of the financial situation, presentation of forecasts for the Programme;
Provision of inputs to the Country Office (CO) administrative and finance assistants to prepare their workplans and budgets and set up project SOPs
Liaise with relevant units for administrative, procurement and financial matters as appropriate;
Provision of administrative and financial inputs to the preparation of results-based work plans;
Perform any other duties as required by the supervisor
Prepare requisitions and/or purchase orders for hiring consultant, travel authorizations, procurement of goods.
Ensures administrative support to management and analysis of the programme focusing on achievement of the following results:
Key milestones include ensuring submission deadlines, inserting annual workplans in Quantum during the project preparatory phase and implementation, issuance of key operational documents such as organization of Project Board meetings, Appraisal Committee, obtaining a Letter of Agreement, and Mid-term Review/Technical Evaluation reports;
Support staff recruitment processes and consultant procurement processes, including the development of TORs, finalizing advertisements, screening, long and short listing, organizing interviews, ensuring necessary records and documentation throughout the recruitment process, etc.,
Monitor the progress of the work-plans of the various projects and compile the required documents for submissions;
Maintain relevant information on Quantum, Teams, Unity and any other repository tool utilized by the portfolio;
Prepare in advance all travel arrangements for the Team Members’ official missions, including visa requests, travel requests/authorizations, DSA and security clearances, hotel reservations and transportation, document and material for the mission. Maintain the supporting documents related to official mission needed to settle travel claims for audit purposes according to UNDP Regulations and Rules (i.e. Ticket stubs; receipt related to hotel bills, visas, DSA, security clearance requirement, etc.);
Be responsible for good maintenance of office administrative files and inventory records.
Ensures coordination with UNDP Country Offices and other teams at UNDP, focusing on achievement of the following results:
Trains project/new staff in COs on POPP and Quantum functions as required;
Liaise with other members of the NAP team to build synergies and ensure portfolio management effectiveness;
Work in close collaboration with the operations teams at HQ UNDP-NCE Management and Programme Support Unit another partners for the effective administration of the programme;
Organize and participate in Climate Hub and NAP Portfolio training programmes and workshops in all regions as appropriate, including logistics arrangement and communications with partners and COs, documentation requirements and any other logistical and administrative support;
Liaise with a wide range of partners to coordinate administrative, financial and logistical coordination for joint initiatives that require cooperation on the sidelines of major global climate related meetings.
Provides support to budget management, tracking and monitoring, focusing on achievement of the following results:
Develop annual budget planning tools and templates and undertake quarterly budget monitoring against the integrated work-plan of the SCALA;
Maintain shadow budgets for commitments and expenditures for the SCALA and monitor project budgets;
Comply and verify budget and accounting data by researching files, calculating costs, and estimating anticipated expenditures from readily available information sources;
Prepare/analyze financial reports and expenditures at global level in view of the annual financial report to BMUV;
Liaise with UNDP Country Offices to ensure timeliness and compliance of TBWP with the global project document, timely budget revisions and financial reporting;
Monitor expenditures at country-level and liaise with CO administrative and financial assistants to take corrective measures;
Maintain relevant financial information such as annual workplans and key financial documents in Quantum , Teams workspace. and any other repository tool utilized by the portfolio
Monitor the progress of the work-plans at global and country level;
Self-development, learning, knowledge management, focusing on achievement of the following results:
Identification of sources of information related to policy-driven issues. Identification and synthesis of best practices and lessons learned
Sound contributions to knowledge networks and communities of practice.
Keeps abreast of any new UNDP and/or funding-source policies on anything related to project management, and communicate the same to the team;
Learns from and contributes to corporate knowledge tools including programming manual and PA training manuals;
Organizes and participates in SCALA training activities and workshops, as required;
Coordinate SCALA knowledge management activities. Manage dissemination of information through Power Point or similar means, resulting in public awareness of the work and achievements of the SCALA team;
Undergoes training in UNDP and Climate Hub requirements, as required.
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 & Technical Competencies
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.
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.
Project Management
Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Resource Management
Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
Direction and Strategy
Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks
Budget Management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Required Skills and Experience
Education:
Secondary education is required.
Bachelor’s degree in business administration, public administration, finance, economics or closely related field will be given due consideration but is not a requirement.
Experience:
Minimum 7 years (with Secondary education) or 4 years (with Bachelor’s degree) of relevant work experience in providing operational or project services focusing on project/programme and budget management.
Required Skills:
Administrative programme/project management and support, including drafting of correspondence, travel support and organization of meetings;
Experience in maintaining programme/project related documents database;
Experience in procurement and recruitment support;
Full computer literacy.
Desired Skills:
Knowledge of ERP system, preferably Quantum is an asset;
Extensive knowledge UN/UNDP policies, procedures and practices is an asset;
Experience in managing budgets, including budget review, preparation, monitoring, and modifications;
Prince2 (or other recognized project management certification program) and/or CIPS certification would be an advantage.
Languages:
Proficiency in written and spoken English and Turkish;
Working knowledge of French and/or Spanish would be an asset.
Institutional Arrangement
The incumbent will report to and be directly supervised by the Technical Specialist on NAP/SCALA Global Coordinator;
The incumbent will work with close collaboration with SCALA Programme Team and Climate Hub operation team members in addition to the Country Office Project teams.
The incumbent will be given access to relevant information necessary for execution of the tasks under this assignment;
Given the global consultations to be undertaken during this assignment, the incumbent is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones.
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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