Project Assistant (Communications)

Office/Unit/Project Description

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.

The European Union and the Government of Türkiye are jointly implementing the 'EU Partnership for Local Climate Action in Türkiye' project, in a bid to bolster local climate action and guide the nation towards a future that is both climate-resilient and low-carbon. Working closely with the Ministry of Environment, Urbanization and Climate Change (MoEUCC), local authorities, and key stakeholders, the project focuses on enhancing capacities at different levels of governance and society.

The Project;

• aims to enhance climate risk assessment capacity. It focuses on bolstering the preparedness of local authorities to tackle climate change impacts by conducting comprehensive vulnerability and risk assessments.
• is directed towards improving local climate adaptation planning capacity. The aim here is to provide a regulatory framework for developing Local Climate Change Action Plans (LCCAPs), and pilot the creation of these plans in select municipalities.
• targets the enhancement of local decision-making and implementation capacities for climate action. Interactive tools developed as part of this component, integrated into the online national climate portal, will arm local stakeholders with vital resources to make informed decisions and effectively execute climate action plans.
• is designed to improve public awareness, enhance local stakeholder capabilities, and foster collaboration to implement climate actions. Through tailored capacity-building programs and awareness-raising initiatives, this component aims to equip municipalities and local stakeholders with the tools and knowledge needed to design and implement effective climate change actions.

Scope of Work

• Provide general administrative support;
• Provide logistical support for the Project Manager, Grant Programme Support Administrator, Project Associates, key experts, and short-term consultants in conducting different project activities such as meetings, trainings, workshops, stakeholder consultations, arrangements of study tours, etc.;
• Organize and participate face-to-face/online meetings, manage correspondence and other communication with the project partners and stakeholders as well as project consultants;
• Ensure the communication flow between TAT and Project Team with UNDP Türkiye Communications Unit;
• Maintain files of project documents and expert reports;
• Keep regular contact with project experts and consultants to maintain regular information flow;
• Monitor the usage of non-expendable equipment through record keeping and drawing up regular inventories;
• Draft correspondence and documents; assist in finalization of administrative correspondence;
• Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
• Archive project documents, expert reports, regularly update the project archive, and provide support during project audit processes;
• Support the Project Assistant/Interpreter with translation related tasks as requested by the Project Manager;
• Assist to initiate and organize social media-based communication and events in compliance with “Joint Visibility Guidelines for EC-UN Actions in the Field” as well as the visibility guidelines of the EU Delegation to Türkiye;
• Support the project outreach and PR activities in general, including keeping of the project website up to date;
• Prepare English/Turkish version of project newsletters, presentations, brief notes, official letters and ensure their formatting and design is in alignment with the project identity and necessary visibility rules;
• Assist in preparing success stories and short movies to be used on website and social media in collaboration with UNDP’s Communications team and for other visibility related activities using audio/visual materials as requested by the Project Manager;
• Develop and prepare promotional materials; for relevant activities of the project in compliance with EU visibility rules and guidelines in coordination with the Project Manager;
• Monitor and document the usage of visibility materials throughout the project implementation;
• Support in creating content for the project's website as well as the social media accounts of UNDP CO, DCC, and EUD.
• Closely follow up the contents to be shared by the social media accounts of UNDP CO, DCC, and EUD.

Institutional Arrangement

UNDP will provide the PA with all relevant background documents.

All document and data provided to the PA are confidential and cannot be used for any other purposes or shared with a third party without any written approval from UNDP.

Project Assistant will report to the Project Manager and work in close co-operation with the other TAT members, CCE Portfolio Manager, M\&E Officer and Projects Implementation Administrator to ensure the project inputs are administered timely and efficient manner according to UNDP rules and procedures. The PA may be expected to work certain days of the week in the premises of the project implementing partner.

Competencies

Core:

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:

Thematic Area Name Definition

Business Management 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

Business Management Digital Awareness and Literacy * Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

Business Management 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.

Business Management 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. Ability to manage communications internally and externally, through media, social media, and other appropriate channels.

Business Management 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.

Technical - Finance Budget management * Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Administration \& Operations Event Management Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Minimum Qualifications of the Successful NPSA

Category Requirements/Desired Skills

Min. Education requirements* Completion of High School, or * Bachelor’s degree in business administration/economics, engineering, political/social sciences, administrative sciences or environmental sciences, or related fields

Min. years of relevant work experience* Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience * Working experience in at least 1 project in collaboration with international institutions/organizations

Required skills* Excellent command of office software, such as word processors, spreadsheets, databases

Desired skills in addition to the competencies covered in the Competencies section* Experience working with the Government entities. * Experience in organizing and coordinating events and activities * Experience in written communication materials such as project bulletins, communication strategy, communication action plan, brief notes, press releases, etc. * Experience in at least 1 project within the rules and contractual procedures of EU * Experience in using social media-based communication tools.

Required Language(s)* Full proficiency in English and Turkish

Professional Certificates* N/A