Project Associate

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 in 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 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 etc.).
• 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, etc.) 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 etc.).
• 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 < USD 10,000 through canvassing.
• 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

Cross-Functional & Technical competencies 

• Bachelor’s degree in business administration/economics, engineering, political/social sciences, land use planning or design, climate change, administrative sciences or environmental sciences, disaster risk reduction or related fields with minimum 4 years of relevant working experience.

or;

• High school degree with minimum 7 years of relevant working experience.

• A minimum of 7 years (with high school degree) or 4 years (with bachelor’s degree) of progressively responsible administrative or project experience is required.
• Minimum 2 years of experience working with international institutions/organizations.

• Excellent command of office software, such as word processors, spreadsheets, databases, integrated web-mased management systems, windows-based applications.
• Experience in organizing and coordinating events and activities.

• Experience in at least 1 project in collaboration with governmental organizations.
• Experience in at least 1 project within the rules and contractual procedures of EU.
• Experience in project cycle management in the public and/or private sector and/or CSOs and/or international organizations.
• Technical knowledge and experience in the field of environment and/or climate change.
• Local experience In Türkiye.

• Fluent written and spoken English and Turkish.