UNDP Istanbul Regional Hub for Europe and the ECIS (IRH) is an advisory hub for the region that provides policy and programmatic support to UNDP’s development activities, and works towards assisting Country Offices in the development of country-level initiatives, as well as implements regional-level projects with a wide range of partners. The UNDP Regional Bureau for Europe and the CIS (RBEC) has established a Programme Support Unit (PSU) at the IRH under the Quality Assurance and Coordination Team to ensure efficient support to the regional programme implementation. It is within this context that IRH is looking to bring on board a Project Associate (PA) to complement the PSU in administrative and financial backstopping, but also in the programmatic support to the design and implementation, where necessary.
Under the direct supervision of the Head of the Programme Support Unit and overall guidance of the Managers of the projects, the PA provides support to administrative and finance services ensuring high quality of work, ensures accurate, timely, and properly recorded/documented service delivery. The PA ensures effective delivery of projects by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations. The PA works in close collaboration with implementing COs in the Region and the including operations and other staff in IRH and COs and various consultants. The position requires a high level of initiative and learning motivation.
The present position is established under PSU with the purpose to provide equal support to the project management requirements of initially the following projects: (1) Global Maritime Wildlife Trafficking Project and (2) Transformative Governance and Finance Facility II.
The primary responsibilities of the position include:
1) Support management of project in ATLAS, including but not limited to:
- Setting-up the project and the annual work plans (AWP) in ATLAS (ERP system);
- Enhanced project management and pipeline module;
- Track and monitor the use of allocations, track approval of budget revisions and their uploading;
- Create e-requisitions, check budget for accuracy, and do receipts for payments;
- Generate financial reports and prepare monthly delivery monitoring tables for the assigned project, check for correctness, identify issues, contribute to development of solutions.
2) Support in project implementation and financial management of the project, including:
- Support project management in performing budget cycle: planning, preparation, revisions, and budget execution;
- 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;
- Monitor budget expenditures, ensuring that no expenditure is incurred before it has been authorized and maintain a proper record of commitments and planned expenditures;
- Prepare and submit expenditure and project budget status reports;
- Prepare periodic accounting records by recording receipts, disbursements (ledgers, cashbooks, vouchers, etc.) and reconciling data for recurring or financial reports and assist in preparation of annual procurement plans;
- Support procurement and contracting processes (Individual Consultants, services and goods);
- Support documentation for Contract Assets Procurement (CAP) meetings and Regional Asset Contract Procurement submission;
- Undertake project financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final revisions, and support professional staff in preparing the terminal assessment reports;
- Ensure that contractual processes follow the stipulated UNDP and donor (i.e. GEF and Government of Slovakia) procedures;
- Compile technical and financial reports as required;
- Ensure proper filing of all project related documents.
3) Provide event and meeting organisation support for assigned events, including:
- Support the organisation and preparation of key project meetings (e.g. project inception meeting), including necessary documentation, logistics, travel, administrative support and any follow up required (including producing meeting minutes and reports);
- Support with organising tele-conferences and other means of engagement with stakeholders and partners;
- Support the production of promotional materials;
- Under the Maritime Trafficking Project Support the organisation of the possible maritime awards excellence scheme in Year 3 and any follow‑up required.
4) Take care of internal communication and updates of project-related information on corporate platforms, including:
- Communicate with IRH teams and Country Offices on financial and reporting matters;
- Support annual targets setting and reporting;
- Update events calendar and other platforms as requested.
- Perform other project support service duties and responsibilities as requested.
5) Perform other project support service duties and responsibilities as requested.
Ability to make new and useful ideas work
Ability to persuade others to follow
Ability to improve performance and satisfaction
Ability to listen, adapt, persuade and transform
Ability to get things done
Knowledge of anti-corruption concepts, principles and policies and the ability to apply in strategic and/or practical situations
Use of MS Office, UNDP Intranet and internet applications, etc.
Maintains effective client relationships, reports to internal and external clients in a timely and appropriate fashion
- Strong analytical and writing skills
Ability to efficiently handle and share information and knowledge
- Secondary Education with preferably specialized certification in Administration and/or Accounting and Finance.
- Bachelor’s degree in business administration, financial management, public administration or related field
- Additional academic qualifications in business, economics, accountancy, international development, biodiversity conservation, international law, governance, peacebuilding, knowledge management, innovation, law enforcement, wildlife, and maritime transport is an asset
- 6 years of professional experience in fields relevant to the specific duties of the job such as in project administration and/or coordination is a requirement, preferably in an international organization (applicable for applicants having secondary education)
- 3 years of professional experience in fields relevant to the specific duties of the job such as in project administration and/or coordination is a requirement, preferably in an international organization (applicable for applicants having bachelor’s degree)
- Demonstrated track record in the preparation of technical and financial reports, and accounts management of international projects is an asset for this position;
- Experience organizing exchange workshops and/or training activities at the national or international level is required;
- Prior experience with UNDP and/or UNDP-GEF processes, project oversight or management would be an asset
- Prior experience with Governance and Peacebuilding, and/or Knowledge and Innovation will be considered an asset.
- Fluency in English is a requirement
- Knowledge of other UN languages or languages spoken in the region will be considered as an asset
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems (i.e. ERP, Atlas)
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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Contract Duration: 1 year with a posibility of extension upon availability of funding