Project Assistant

Office/Unit/ProjectEnhancing Adaptation Action in Turkey ProjectFunctional TitleProject Assistant/InterpreterClassified LevelNPSA 5 Duty station (City and Country)Ankara, Türkiye (with frequent travels to project sites)Type (Regular or Short term)Regular National Personnel Services Agreement ContractOffice- or Home-basedOffice basedExpected starting date01 April 2024Expected Duration12 months, with possibility of renewal based on the satisfactory performance and availability of funding)Position Number00150447

1. Office/Unit/Project Description

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. 

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life.

The overall objective of the Enhancing Adaptation Action in Turkey Project is to build societal resilience by strengthening climate change adaptation, particularly at sector and urban level. 

The specific purpose of this Project is to establish an enabling environment for climate change adaption in Turkey by developing the policy, technical and operational baselines, including (i) better decision-making tools for national climate change adaptation policies, (ii) urban adaptation planning solutions (urban adaptation strategies and action plans), (iii) capacity building and networking activities for climate change adaptation with the EU and the international community, and (iv) a climate change adaptation grant programme to implement climate change adaptation action.

Estimated results: 

Result 1. Develop better decision-making tools for climate resilient sustainable development.

Result 2. Develop adaptation and resilience planning in urban areas

Result 3. Develop capacity for climate change adaptation action

Result 4. Improve operational capacity for climate change adaptation action through a climate change adaptation grant programme

1. Scope of Work

• Provide general administrative support
• Provide logistical support to the Project Manager, Grant Programme Support Administrator, Project Associates, key experts and short-term consultants in conducting different project activities (trainings, workshops, stakeholder consultations, arrangements of study tour, etc.);
• Organize and participate face-to-face/online meetings, manage correspondence and other communication with the project partners and stakeholders as well as project consultants;
• Prepare English/Turkish version of project newsletters, presentations, brief notes, official letters and ensure their formatting and design is in alignment with the project identity and necessary visibility rules;
• Support the project outreach and PR activities in general, including keeping of the project website up to date; 
• Draft project activity, progress and final reports with their annexes and prepare the official letters for hardcopy submission of the reports;
• Archive the project documents, expert reports, regularly update the project archive, and provide support during project audit processes;
• Maintain files of project documents and expert reports;
• Monitor the usage of non-expendable equipment through record keeping and drawing up regular inventories;
• Keep regular contact with project experts and consultants to maintain regular information flow;
• Monitor and document the usage of visibility materials throughout the project implementation;
• Draft correspondence and documents; assist in finalization of administrative correspondence; 
• Follow up preparation of human resources timesheets, including their signature processes;
• Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
• Provide interpretation during project related meetings and events;
• Translate documents into English to Turkish or from Turkish to English as deemed necessary by the Project Manager;
• Assist the experts (including STEs) who cannot speak Turkish in interacting with the Project’s stakeholders most of who are not fluent in English, to translate the Project outputs; 
• Fulfill any other translation requirements as determined by the Project Manager;
• Assist in development of promotional materials; for relevant activities of the project in compliance with EU visibility rules and guidelines in coordination with the Project Manager;
• Support preparation of the content for the project’s web site and UNDP CO’s social media accounts, ensuring consistency of project activities.

1. Institutional Arrangement

The PA shall report to the Project Manager and work in coordination with the Project Associates.

1. Competencies

Core

Achieve Results:LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink 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 feedbackAdapt 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, confidentEngage and Partner:LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion:LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical competencies

• Thematic AreaNameDefinitionBusiness Management Working with Evidence and DataAbility to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making
• Business Management Digital Awareness and LiteracyAbility and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
• 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 CommunicationAbility 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. 
• Business Management MonitoringAbility to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
• Technical – Finance Budget managementAbility to support budgetary aspects of work planning process, drawing and management of team budgets
• Administration & OperationsEvent ManagementSupport projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

1. Minimum Qualifications of the Successful NPSA

• CategoryRequirements/Desired SkillsMin. Education requirementsSecondary education is required, or 
• University Degree in Business Administration, Public Administration, engineering, political/social sciences, land use planning or design, climate change adaptation, translation and interpretation, administrative sciences or environmental sciences, disaster risk reduction or equivalent field will be given due consideration, but it is not a requirement.
• Min. years of relevant work experienceMinimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience
• Fully working for at least 1 project in collaboration with international institutions/organizations
• Required skillsExcellent command of office software, such as word processors, spreadsheets, databases
• Desired skills in addition to the competencies covered in the Competencies sectionExperience working with the Government entities.
• Experience in organizing and coordinating events and activities. 
• First level university degree in translation and interpretation related field 
• Experience in at least 1 project within the rules and contractual procedures of EU
• Knowledge and/or experience in the field of climate change is an asset.
• Required Language(s)Full proficiency in English and Turkish
• Professional CertificatesN/A 

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