Background

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. UNDP is on the ground in 166 countries, working with them on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and its wide range of partners. UNDP’s global focus is helping countries build and share solutions to the challenges of: (a) Democratic Governance; (b) Poverty Reduction; (c) Crisis Prevention and Recovery; (d) Environment and Energy and (e) HIV/AIDS. UNDP helps developing countries attract and use aid effectively. In all its activities, UNDP encourages the protection of human rights and the empowerment of women.

Within the aforementioned global context, UNDP Turkey works for Democratic Governance and Growth without Poverty. For more than 50 years the UNDP has worked in close partnership with the Turkish Government and numerous national and international institutions, including NGOs, academics and the business community.

UNDP Turkey aims to find practical solutions to Turkey's development challenges and manages projects together with the Turkish Government and other partners to address them. Since 1986 it has implemented over 80 programs across the country. In addition, the UNDP has played a major role in response to crises and disasters in Turkey and the surrounding region.

Within the above mentioned context; UNDP Turkey will support the Ministry of Family and Social Polices (MoFSP) for “Effective Social Service Delivery Through Better Monitoring, IT Systems and Capacities” project. The overall objective of the project is to improve the IT infrastructure to strengthen its capacities for monitoring and implementation of social service provision and establish a stronger infrastructure for the service delivery models to be set up in the future. The project, with its monitoring perspective, will also provide inputs for the policy making process relating to the service areas of the MoFSP. This project will consist of number of IT and Monitoring System related activities which include Hardware, Network, Software, Database, Training and MoFSP IT Department Staff Capacity Development activities. And to support the achievement of the project’s development objectives, the services of a Project Clerk are required and UNDP intends to recruit a “Project Clerk” on a full time basis who will be stationed in Ankara, MoFSP premises.

The project will be coordinated and implemented by a multi-disciplinary team at the MoFSP in Ankara. The Project Clerk will support the project team in providing assistance to project activities. Project Clerk will report to UNDP Programme Manager and Project Co-Director of MoFSP on a day to day basis and work in close collaboration with the project team and the ministry staff.

Duties and Responsibilities

The scope of the services that will be carried out by the Project Clerk are to provide assistance to the project management team.

KF1. High level of coordination and organizational support to MoFSP Project co-director and Project Team

Expected Results: Quality project records (contracts, ToRs, sick leave, vacation, etc), Efficient and timely project related organizations, meetings, Smooth project communication

  • Maintain records on all project team (contracts, ToRs, sick leave, vacation, etc.) in accordance with accepted policies and procedures;
  • Develop and maintain project deliverables under the direction of the project manager or project director;
  • Be responsible for day-to-day project correspondence, information sharing and filing ensuring that appropriate follow-up actions are taken;
  • Draft minutes of Steering Committee meetings and other meetings;
  • Prepare meeting materials, including reports, presentations and agendas;
  • Assume overall responsibility for administrative matters such as registry and maintenance of project files and records;
  • Arrange external and internal meetings (including the meetings of the Steering Committee, Technical Working Groups, among others)
  • Make travel and accommodation arrangement for training seminars, conferences and other project related events
  • Respond to stakeholder inquiries
  • Perform necessary English to Turkish or vice versa translations
  • Perform  such other job-related duties as determined by the MoFSP

Competencies

Corporate Competencies:

  • Demonstrates integrity by modeling the UN’s values and ethical standards, and those of the partner organizations,
  • Promotes the vision, mission, and strategic goals of UNDP, and partner organizations,
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability,

Functional Competencies:

  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Good teamwork skills and efficient team player
  • Demonstrates a professional demeanor both over the phone and in person, as well as good listening skills.
  • Excellent oral and written communication skills
  • Ability to prioritize and perform multiple task simultaneously,

Development and Operational Effectiveness:

  • Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner.
  • Demonstrated ability to coordinate tasks to meet deadlines,
  • Ability to write in a clear and concise manner and to communicate effectively orally.
  • Ability to formulate budgets,
  • Ability to work under pressure against strict deadlines,
  • Ability to maintain accurate records

Required Skills and Experience

The incumbent should possess the following qualifications and experience.

General Qualifications

  • Undergraduate degree in relevant area
  • Proficiency in Turkish
  • Fluent spoken and written English
  • Good command of office programmes such as word, excel etc.
  • Advanced university degree is an asset

Professional Experience and Qualifications

  • Minimum 3(three) years of professional experience

Specific Experience and Qualifications

  • At least 1 (one) year experience in administering records management processes and procedures; handling complex filing processes, materials administration, and data/records administration
  • Experience in organizing activities, meetings and events
  • At least one year experience in internationally funded projects is an asset
  • Familiarity with UN rules is an asset

Notes:

  • Internships (paid/unpaid) are not considered professional experience.
  • Obligatory military service is not considered professional experience.
  • Professional experience gained in an international setting is considered international experience,
  • Experience gained prior to completion of undergraduate studies is not considered professional experience

Reporting:

The incumbent will report to UNDP Programme Manager and Project Co-Director of MoFSP and will work in close coordination and collaboration with the Ministry staff, Coordinators of the subject matter projects.

Other Considerations

The Project Clerk will be based in Ankara within the MoFSP premises.

Interested individuals shall submit

  1. A 1-page letter of motivation, focusing on the applicant’s skills and capabilities against the required qualifications (in English),
  2. Copies of diplomas and relevant certificates , if any,
  3. UN Personal History (P11) Form available at UNDP’s vacancy announcement webpage.
  4. CV indicating proper reference code.

Please upload the above-mentioned documents as a single document.