Project Associate

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

The Istanbul Regional Hub (IRH) for Europe and the Commonwealth of Independent States Region (ECIS) is UNDP’s main knowledge and advisory hub for ECIS. It aims to connect the region to a global network of development experts, to build knowledge and capacity, and to forge partnerships to meet the development challenges of a large and diverse region. IRH also aims to capture and spread development successes and best practices in the region and to improve the impact of UNDP’s work through effective communications and advocacy.

IRH manages and implements an increasing number of regional and global projects in ECIS and other regions. The Project Associate provides support to project management, administrative and finance services ensuring high quality of work, ensures accurate, timely, and properly recorded/documented service delivery. The Project Associate ensures effective delivery of project by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations. The Project Associate works in close collaboration with the Programme Support Unit, Operations and other IRH teams and with implementing COs in the Region and outside. The position requires a high level of initiative and learning motivation.

The Project Associate will also provide support to assigned projects as well as backstop members of the Programme Support Unit or other Project Associates, when requested. The post will also assume some of the monitoring support functions, when it comes to the projects which are implemented by other entities but managed and overseen from IRH.

Under direct supervision of the Head of Programme Support Unit and matrixed to the assigned Project Manager(s), the Project Associate  is fully responsible for operational and programmatic management of the regional and global projects, according to the corresponding project documents, UNDP and GEF corporate rules and procedures and for fulfilling but not limiting the following functions:

1) Provides effective project implementation and administrative support to management of the two projects and other initiatives, focusing on the achievement of the following results:

• Supports in all stages of the project cycle, its compliance with the POPP and internal control frameworks.
• Preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
• Update ATLAS project management module, corporate platforms and ensure up to date project and programme related information;
• Presentation of information for audit of projects.
• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
• Provide support to international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc);
• Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
• Prepare and requests issuance of contracts in coordination with the Human Resources Unit;
• Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
• Draft minutes of Project Board, provide inputs to the project progress reports and other contribute to prepararation of project related meetings;
• Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
• Arrange external and internal meetings (including the meetings of the Project Board, Technical level, as well as other relevant meetings etc.), support regional events.
• In accordance with the Work Plan arrange for procurement of equipment, supplies and services;
• Create and manage e-requisitions in ATLAS;
• Arrange for equipment maintenance and insurance as required;
• Ensure that contractual processes follow the stipulated UNDP procedures;
• Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
• Maintain an equipment and spare inventory including verification and transfer when required.
• Support procurement and contracting processes (Individual Consultants, services and goods);
• Support documentation for Contract Assets Procurement (CAP) meetings and Regional Asset Contract

2) Support in financial management of the assigned project(s) and portfolio focusing on achievement of the following results:

• Review of contributions agreement, managing contributions in ATLAS.
• Supporting the Project Manager(s) in all aspects of reporting to the GEF, as well as for UNDP-specific reporting requirements.
• Prepare requests of payments; check budget accuracy and create receipts for payments;
• Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions;
• Prepare proposals for budget revisions;
• Prepare and submit expenditure and programme budget status reports;
• Prepare financial reports;
• Track and monitor the use of allocations, track approval of budget revisions and their uploading;
• Comply and verify budget and accounting data by researching files, calculating costs, and estimating anticipated expenditures;
• Process all types of payment requests for settlement purposes including quarterly advances to the partners upon joint review;
• Respond to queries from UNDP with respect to financial aspects of the programme, liaise with UNDP-appointed and external auditors wherever required;
• Prepare recurring reports as scheduled and special reports as required for budget preparations, donor reporting and audit;
• Advise and assist international advisors and national consultants on all aspects of allowances, travel claims / security clearances and other UNDSS requirements, and other financial matters and calculate payments due for claims and services;
• Undertake other financial and administrative tasks on an ad hoc basis.

3) Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on programme.
• Contributions to knowledge networks and communities of practice.
• Support outreach of the project results, in coordination and as requested by the Project Manager(s) (including for web sites/social media).
• Provide training to IRH newcomers on issues related to project management;

4) Perform other related duties as assigned.

Core

Innovation

• Ability to make new and useful ideas work

Leadership

• Ability to persuade others to follow

People Management

• Ability to improve performance and satisfaction

Communication

• Ability to listen, adapt, persuade and transform

Delivery

• Ability to get things done

Technical/Functional

Primary

Advocacy

• Knowledge of advocacy concepts and ability to identify relevant information for advocacy for a cariety of audiences

Secondary

Organizational Learning and Knowledge Sharing

• Ability to research best practices and to pose new, more effective ways of doing things

Understanding of Global Leadership & Advocacy for UNDP’s goals

Education:

• Secondary Education preferably with specialized certification in Accounting and Finance.

OR

• University degree in Finance, Social Sciences, Engineering or other field of studies relevant to the projects’ scope.

Experience:

1)

• 7 years of relevant administrative or programme experience is required at the national or international level (for candidates with secondary education).

OR

• 4 years of relevant administrative or programme experience is required at the national or international level (for candidates with a University degree)

2) At least one year of experience working in an international context, preferably in the field of development, is an asset.

3) Demonstrated track record of project administrative and financial management is required

4) Previous experience working with ECIS, Asia and/or Africa regions, preferably in the UN system, is an asset;

5) Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Language Requirements:

• Fluency in English is required.
• Fluency in Turkish is required.
• Fluency in French is an asset.

Other:

• Only Turkish citizens or other legally authorized to work in the country are eligible to apply.
• Qualified women and members of minorities are strongly encouraged to apply. UNDP is a non-smoking work environment.

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

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