Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.

IsDB, ISFD, and UNDP recognize the significant role of Civil Society Organizations (CSOs), including Non-Governmental Organizations (NGOs), as valuable development partners that help to promote citizen participation, enhance sustainability, and alleviate poverty to accelerate progress towards the SDGs. It is in this context that UNDP, ISFD, and IsDB have formulated the “NGO Empowerment for Poverty Reduction Program/Tadamon” aimed at empowering CSOs and their socio-economic well-being, remote communities through job creation, and refugees through education and stronger community livelihoods.  The initiative “NGO Empowerment for Poverty Reduction“ (“NGO empowerment”) Program is grounded in the 2030 Agenda for Sustainable Development, UNDP Digital Strategy, UNDP’s Strategic Plan 2018–2021, and UNDP’s ongoing work to address the challenges in Europe and Central Asia (ECA) region and in other regions as well, as a part of the  Innovation Team in the UNDP Istanbul Regional Hub.

The “NGO Empowerment for Poverty Reduction/Tadamon” program aims to empower civil society in OIC member countries by providing knowledge and skills in alternative finance methods, specifically crowdfunding. The implementation involves three main activities: mapping, capacity-building trainings, and post-capacity-building support. It aims at empowering local CSOs in OIC member countries to improve the socio-economic well-being of hard-to-reach communities through better identification of impactful CSOs (mapping) and supporting these CSOs in their work to support refugees and remote communities, job creation, building resilience and stronger community livelihoods, and support around environmental and energy issues. Up to the moment, the project has been rolled out in 34 IsDB Member Countries to empower CSOs development and their humanitarian initiatives (those that have endorsed the Program). By using the bottom-up and top-down approach, the project maps and categorizes CSOs and interlinks the work and experiences of different NGOs by linking and hosting their crowdfunding campaigns on the aggregating platform Tadamon or provide capacity buildings support through the Tadamon Accelerator. It is a  training program designed to assist CSOs in further developing and scaling high-impact solutions. It achieves this by providing access to business tools and approaches, capacity-building sessions, mentorship, funding, and visibility.

This context, we are looking for a Project Analyst under the guidance of the Project Manager to support administrative and finance tasks.  The role involves ensuring the delivery of high-quality work that is accurate, timely, and well-documented.

Please note that this position is open for citizens and residents of Turkiye only.
Duties and Responsibilities

Key responsibilities of the Project Analyst:

Contribute to the effective management of administrative and financial operations:

• Setting up the project and the annual work plans (AWP) in Quantum (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 the 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, and contribute to the development of solutions;
• 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 the 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 procedures;
• Compile technical and financial reports as required;
• Ensure proper filing of all project-related documents;
• Development and oversight of the Project-based Operational monitoring tools (i.e. ‘grants tool’).

Ensures Programme support: 

• Provide programmatic support to the Project Manager in planning and implementing programme activities in accordance with the programme document including supporting the preparation of the Annual Work Plan and draft budgets, organization of workshops and seminars, liaison with contractors, ensuring the quality of products and documents provided by vendors, etc.;
• Prepare Terms of Reference for consultants, experts, and service providers and lead the selection, recruitment and development of mission programmes of international and local experts, as required according to UNDP rules and regulations;
• Support the Project Manager in the supervision of consultants and activities of implementing partners;
• Contribute to reports regarding the work of the Projects;
• Provide support in financial procedures to the Project in accordance with UNDP policies.

Ensures effective management of the accounting and administrative tasks:

• Proper control of the supporting documents for payments, preparation of the supporting documents for payments, and financial reports for projects;
• Processing of transactions, ensuring that they are correctly recorded and posted in UNDP’s financial management system (Quantum) in conformity with the internal expenditures control system;
• Timely corrective actions on erroneous in the system;
• Compilation of data for internal/external audit;
• Provision of inputs to reports including donor reports.

 Ensures Event Management: 

• Support the project manager in planning and organizing events (budget and logistics);
• Overseeing event logistics, including reserving the venue, catering, equipment tools, promotional materials, translation, organizing participants transportation and accommodation;
• Communicate with participants about the logistics and keep track of their attendance;
• Post-event support – budget revision, writing follow-up with participants, writing the event report.

Ensures Grants Management:

• Closely working with the project manager to ensure the timely disbursement of grant recipients;
• Support in asses and review of the grants recipient’s progress report to monitor compliance with the grant agreement;
• Communicate with grant recipients, providing necessary information on grant disbursement and delivery.

Facilitate knowledge and capacity building, knowledge sharing and advocacy 

• Organize training, workshops, and capacity building activities in a consultative manner, involving technical experts and stakeholders that may include the government, private sector, NGOs, donors, and/or academia;
• Identify, synthesize and document best practices and lessons learned that are generated from the project and implementing partners;
• Participate in and ensure sound contributions to knowledge networks and communities of practice on project related issues.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Direct supervisor is Project Coordinator (IPSA11).

Competencies

Core Competencies

• 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

• Communication:         
  • 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.
• Event Planning and Execution:
  • Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.
• CSO Engagement:
  • Knowledge and understanding of CSOs and the ability to engage with CSOs.
• Budget Management:
  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Management and Cost Accounting:
  • Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring.
  • Ability to use a range of costing techniques and analyse cost related data to provide quantitative information to the users of reports.
• Monitoring & Evaluation:
  • Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively.
  • Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results.
  • Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming.
  • Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools.
  • Ability to make an independent judgement based on set criteria and benchmarks.
  • Ability to anticipate client’s upcoming needs and concerns.
• Effective Decision Making:
  • Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.

Required Skills and Experience 

Education:

• Master’s degree or equivalent in Business Administration, Management or Public Administration, Project Management, or relevant field is required or;
• Bachelor’s degree in a relevant field in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Applicants with Master’s degree in a relevant field of study are not required to have professional work experience.
• Applicants with a Bachelor’s degree are required to have a minimum of two (2) years of relevant professional experience at the national and/or international level in administrative/management or project administration and/or coordination experience.

Required Skills:

• Solid experience using computers, office software packages (MS Word, Excel, etc.), and database packages.

Desired Skills:

• Experience with administrative and financial management processes is an asset;
• Experience organizing workshops and/or training activities is an asset;
• Demonstrated experience with fundraising, including designing and implementing campaigns is an asset;
• Experience with executing innovation challenges and distribution of grants management is an asset;
• Previous work experience with UNDP or an international organization is an asset;
• Experience using the Quantum or ERP platforms is an asset.

Required Languages:

• Fluency in English and Turkish is required.

Disclaimer

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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements