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.
Based in the UNDP’s Regional Bureau for Europe and Central Asia (RBEC) Istanbul Regional Hub (IRH) the RBEC Country Office Support Team (COST) works under the direct supervision of the RBEC Deputy Regional Director in support of the RBEC Regional Director. The team is mainly designated to:
a) be the go-to unit for the country offices (COs) when these require support from the organization with primary focus on management solutions, policy issues, programme and project management, operational and compliance challenges, CO capacities etc.
b) inform the bureau management regarding the CO performance through regular monitoring and assurance exercises such as Integrated Work Planning, Results Oriented Annual Reporting, Country Office Scans, Strategy Notes, Integrated Budgeting, CO online and on-site visits etc.
c) contribute to the bureau’s organizational priorities when it comes to the implementation of regional and corporate actions related and not limited to policy development, regional and global projects and programmes, special actions such as crises responses, partnerships and resource mobilization and other directions of change under the UNDP Strategic Plan.
The COST team provides support to RBEC Country Offices in 19 countries/territories.
UNDP’s Istanbul Regional Hub established in 2014 provides policy and programmatic support, as well as CO business solutions in the Europe and CIS region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in developing country-level initiatives through advisory services and technical support and by implementing regional and global level programmes and projects in partnership with a wide range of partners. RBEC’s Regional Hub employs a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff.
The incumbent works under the overall supervision of the Chief of COST and directly supports the work of Country Programme Specialists in exercising their functions.
Summary of Key Functions
Assistance to the team’s representation & coordination function;
Support to CO portfolio management support;
Assistance to CO planning, evaluation, monitoring and reporting activities; and contribution to the implementation of RBM policies and quality assurance standards;
Programme and administrative support.
Duties and Responsibilities
1. Provides assistance to the team’s representation and coordination function
- Assists the team with its support function to COs, including managing communication, information flow and content.
- Assists in the preparation of materials related to CO support, sub-regional and regional aspects.
- Assists with organization of virtual and in-person events, including logistical, content and organizational support.
- Tracks and reports on resources.
- Synthesizes lessons learnt and best practices in programming.
- Makes sound contributions to knowledge networks and communities of practice.
2. Provides support to CO portfolio management
- Supports improved alignment of CO programmes with corporate and regional priorities by compiling information from other country programmes, evaluations, performance analytics, and other available sources of lessons learned.
- Supports in providing monitoring data on country programmes and project performance to inform management decisions.
- Assists in the preparation of planning, monitoring and quality assurance exercises.
- Assists in the follow up on performance indicators/success criteria, targets and milestones, preparation of reports.
- Collects and organizes data for monitoring of COs financial performance against financial goals/indicators supported regularly collected and systematized.
- Collects detailed data on delivery, resource mobilization and other key financials maintained/updated.
- Updates comparative resource mobilization and delivery status tables
3. Provides support to CO planning, evaluation, monitoring and reporting activities
- Supports the team in its CO programming function.
- Assists in sharing information with COs, regarding corporate programme cycle exercises.
- Helps monitor milestones and follows up on programme cycle exercises.
- Contributes to the implementation of RBM policies and quality assurance standards;
- Assists in consolidating all CO information to facilitate effective and efficient corporate oversight functions.
4. Programme and administrative support to the team and to senior management in the IRH
- Maintains the DRD’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes/notes and arranges for proper follow up; follows protocol and administrative procedures;
- Prepares briefing materials, including in PowerPoint, for appointments, meetings, missions;
- Prepares informal translations;
- Schedules regular staff meetings, management meetings, circulates agendas, prepares highlights/minutes;
- Maintains rosters of high-level partners, contact database;
- Drafts correspondence, directives, comments on behalf of the supervisor for his/her signature and ensures follow-up when required;
- Provides support for travel of DRD and the team;
- Serves as back-up for the other support staff in the Regional Hub and the team when they are out of office on leave;
- Ensures proper control of the supporting documents for payments
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
Competencies
Core
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical Competencies:
Result-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results.
Communication: Ability to 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
Customer satisfaction/Client management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
Data analysis: Ability to extract, analyze and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making
Effectiveness: RBM standards and practices for programming.
Required Skills and Experience
Education:
- Secondary education with specialized secretarial training is required.
- A university degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but is not a requirement.
Experience, Knowledge, and Skills:
- Minimum of 6 years of experience with Secondary education or 3 years with a bachelor’s degree in programme and/or administration at the national or international level.
- Experience in the usage of computers and digital tools (used for collaboration and data processing). Experience in handling web-based management systems, use of software for preparing presentations.
- Knowledge of UN regulations, rules, and procedures is an asset.
- Experience and knowledge of Quantum or any other ERP system is a strong asset.
- Experience of working in global virtual teams is a strong asset.
- Previous experience with international organizations is an asset.
- Knowledge of PowerBi, Miro, SurveyMonkey, Canva or other software/applications for collaboration, data collection or data analysis and presentation is an advantage.
- Fluency in English, both oral and written, is required; working knowledge of other UN official language is an asset.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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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