Project Associate

Office / Unit / Project Description

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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.

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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 Supporting Capacity of CSOs in the field of Climate Change and Biodiversity is to increase the capacities of the ambitious targets of the net-zero and nature positive climate action.

The specific purpose of this Project is to design and operate a technical assistance and grant mechanism in the form of a CSO Grant Programme, including capacity assessments, strategy and priority setting, trainings and launching of a call for proposals and to guide, monitor and evaluate the subgrants with a view to improve the capacities of the civil society actors.

The Action also has two main outputs as listed below :

Output a : strengthen the operational and institutional capacities of CSOs towards better management of grants, climate justice, advocacy, environmental rights, engaging net-zero, biodiversity protection and nature positive climate action.

Output b : promote the active involvement and participation of CSOs, working in the climate change and nature conservation thematic areas, in decision-making processes.

The Project Associate shall be responsible for smooth and timely implementation of the project activities, drafting project reports and output related substantial documentation, as well as liaising with national and international consultants. S / he will also provide soft assistance to the key experts or relevant stakeholders, as deemed necessary by the Project Manager or the Grant Manager. S / he will report to the Project Manager

Scope of Work

• Planning and organizing the implementation of project activities according to work plan (Annual Work Plan) and project budget.
• Providing general administrative and logistical support to the project management for conducting project activities.
• Supporting project experts during implementation needs assessment surveys and activities with local stakeholders.
• Support the preparation of the annual budgets and procurement plans of the Project under the coordination of Project Manager and Portfolio Administrator / Projects Implementation Administrator.
• Make periodic revisions of AWPs and procurement plans of the Project in consultation with the Project Manager.
• Provide general administrative support to ensure the smooth running of the project management
• Provide project logistic support to the Project Manager and / or Grant Manager, key experts and short-term consultants in conducting different project activities (trainings, workshops, stakeholder consultations, seminars, conferences .
• Support the control of budget expenditures by preparing payment documents, Daily Subsistence Allowance (DSA) documents for the project staff and reviewing financial reports.
• Control the usage of non-expendable equipment (record keeping, drawing up regular inventories).
• Keep regular contact with project experts and consultants to inform them about the project details and changes.
• Provide English translation as required.
• Prepare contracts (IC, RLA, SC, Model Contract for Goods and / or Services, Micro-grant Contracts, for the clearance of Project Manager and Portfolio Administrator / Projects Implementation Administrator.
• Preparing inputs to QUANTUM and UNALL project management tools and relevant modules
• Preparing and circulating minutes of the virtual / physical meetings, organizing relevant project files to document discussions, decisions, and key takeaways from all project-related meetings.
• Assisting in selection of project experts and consultants and participating in selection process if required.
• Provide logistical support to the project staff and project consultants, inter alia, for travel arrangements,
• During the visits of foreign experts, manage their visa support, transportation, hotel accommodation etc.
• Support project experts during implementation and monitoring of site-based joint activities with local stakeholders.
• File and archive all relevant correspondence and project related documents (tender dossiers, proposals, technical reports, evaluation reports .
• Plan and organize implementation of project activities according to AWP and project budget. Coordinate implementation with, and between, the project partners ensuring effective information flows between partners.
• Organize and coordinate the Project Steering Committee meetings.
• Organize and coordinate the project events (meetings, workshops, events, seminars, training).
• Monitor timetable and performance of contractors (consultants, companies) and makes necessary amendments thereto.
• Monitors bottlenecks and problems in project implementation, proposes / takes necessary corrective actions as required.
• Prepares inputs to APR / PIR and compile project reports according to the project document (monthly reports, quarterly reports, donor reports, final report).
• Drafts correspondence, notes, briefs and other materials and documentation
• Prepares inputs to RFP / RFQ / ITB, bills of quantities.
• Assists in evaluation of bid and offers, compiles and prepares documentation (bid opening report, evaluation and selection reports).
• Assists in selection of project experts and consultants and participates in selection process.
• Organizes and implements procurement of goods and services
• Prepares Requests for Direct Payment (RDPs) for signature.
• Fulfilling additional tasks, as required

Within this scope, the Project Associate will work closely with the Project Team and will report to the Project Manager.

Institutional Arrangement

S / he will report to the Project Manager and work in close cooperation with the Projects Implementation Administrator to ensure the project inputs are administered timely and efficiently according to UNDP rules and procedures under direct guidance and coordination of Climate Change and Environment Portfolio Manager at UNDP Türkiye CO.

Competencies

Core 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

Thematic Area Name Definition Business Development Knowledge Generation Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need 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. Business Management Digital Awareness and Literacy Ability 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 fulfill 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 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 Min. Education requirements

Min. years of relevant work experience

Required skills

Desired skills in addition to the competencies covered in the Competencies section

Required Language(s)

Professional Certificates  N / A