UNDP Jobs - 56604- Project Administrator

Project Administrator

Location :

Ankara, TURKEY

Type of Contract :

Service Contract

Starting Date :

15-Jun-2015

Application Deadline :

03-Jun-15 (Midnight New York, USA)

Post Level :

SB-4

Duration of Initial Contract :

1 Year

Languages Required :

English

Expected Duration of Assignment :

Maximum 36 months, based on the satisfactory performance and availability of funding

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.

Background

UNDP Turkey and Ministry of Family and Social Polices (MoFSP) have recently launched a project "Effective Social Service Delivery Through Better Monitoring and IT Systems”. 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 Administrator are required and UNDP intends to recruit “Project Administrator” 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 Administrator will support the Ministry in implementation of the project work plan by providing technical support to project financial activities. The Project Administrator will report to Project co-director of MoFSP and UNDP Programme Manager on a day to day basis and work in close collaboration with the project team and the ministry staff.

While the Project Administrator will primarily serve for the above mentioned project, s/he may be engaged in other future MoFSP projects or initiatives, allocating a portion of his/her time and costs to the relevant project.

Duties and Responsibilities

Summary of Key Functions:

Ensuring the implementation of the project ‘Effective Social Service Delivery Through Better Monitoring and IT Systems’ or any other project assigned in an effective and timely manner
Maintaining of strategic and operational partnerships between UNDP and Ministry of Family and Social Policies for smooth implementation of the projects and the delivery of the expected results

1) Ensuring the implementation of the project ‘Effective Social Service Delivery Through Better Monitoring and IT Systems’ or other projects that may be assigned in the future in an effective and timely manner through following tasks and duties :

Taking all necessary actions for the achievement of the outcomes of the project and ensuring that its related activities are taking place in a timely manner
Under the supervision of UNDP Programme Manager and the National Project Coordinator, monitoring work-plan implementations and inform UNDP and the MoFSP for any foreseeable delays or changes in a timely manner.
Under the supervision of UNDP Programme Manager and the National Project Coordinator , flagging the bottlenecks -if there are any- on the timely and effective implementation of the projects and budgetary issues and advise on the alternate solutions to UNDP and the MoFSP
Providing advice on the required services and goods for the achievement of the projects’ outputs
Preparing Terms of References for the services and goods that will be required for the smooth implementation of the project
Monitoring the services of the consultants and ensuring that the required deliverables are submitted on a timely and effective maner
Ensuring that the contractual procedures for the procurement of the goods and services as well as Individual Contracts are taken place in line with UNDP’s rules and regulations
Preparing result-oriented, top quality progress reports a timely manner and submitting them to the Project Management for the final review
Assisting the MoFSP in preparing technical and financial reports, including analysis of statistical data, annual review report in coordination with related actors both in Project Team and MoFSP
Verify accuracy of funding requests & expenditures, completeness of documentation and availability of funding resources,
Prepare request for direct payments (RDP’s) and tracks its processes,
Ensure requests processed are matched and completed, transactions are correctly recorded and filed; payrolls are duly prepared; travel claims and other entitlements are duly processed; according to appropriate UNDP financial rules and regulations,
Capturing lessons learnt during project implementation
Documentation of project related lessons, best practices and success stories as implementation continues
Ensuring that all relevant documentation for the realistic substantial or administrative amendments and/or budget revisions and following that all relevant documents are submitted for Government’s signature on time and in accordance with the established financial procedures

2) Maintaining of the strategic and operational partnerships between UNDP and Ministry of Family and Social Policies as well as other relevant institutions and line ministries for smooth implementation of the projects and the delivery of the expected results through following tasks and duties:

Establishing the coordination and information flow between UNDP, the MoFSP, and other relevant ministries and institutions on project activities and results achieved
Ensuring that relevant monitoring tools such as monitoring missions, progress reports and Steering Committee meetings are used as per the project document provisions
Preparing the briefs , memos, meeting minutes, web site updates as needed
Prepare the work plan for trainings, organize trainings and preparation of training materials
Coordinate the planning and organization of workshops and meetings, field visits, research studies or other activities related to the implementation of the project;
Perform other related duties tasked by the MoFSP

Impact of Results:

The key results have an impact on the overall success of the project and reaching UNDCS/ CPD goals. In particular, the key results have an impact on the smooth and effective implementation of the project on a timely manner.

Competencies

Corporate Competencies:

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

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness:

Ability to lead strategic planning, results-based management and reporting
Ability to lead formulation, implementation, monitoring and evaluation of development programs and projects at the field level
Good knowledge of the Results Management
Good ICT skills
Ability to implement new systems and affect staff behavioral/ attitudinal change

Management and Leadership:

Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Ability to provide guidance and leadership to partners and project staff as needed

Required Skills and Experience

Education:

Bachelor’s Degree in Public Administration, Business Administration, Economics, Political Sciences, Social Sciences, Statistics or related field.
Demonstrated academic background in public management, monitoring systems and database management is an asset.
Fluency in English and Turkish.

Experience:

At least 10 (ten) years of professional experience in management or administrative support functions
At least 4 years of specific experience in project/programme management and/or government institutions working in the area of public management and service delivery
Hands-on experience in management, monitoring and evaluation of development projects
Prior working experience with government institutions is an asset.
Prior working experience with international organizations is an asset
Knowledge on the current status of the social protection system in Turkey is an asset
Experience in setting up monitoring systems and databases is an asset.
Experience in the use of computers and office software packages,
Experience in handling of web based management systems.

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

Other Considerations

Interested individuals shall submit

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

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