Project Assistant

Job Description

Office/Unit/Project UNDP Türkiye “SENTRUM Phase II – Sustainable Tourism Destinations” Project

Title

Project Assistant

Level NPSA 5

Duty station (City and Country)

Ödemiş, İzmir, Turkiye

Type (Regular or Short term) Regular

Office- or Home-based Office-based

Expected starting date 23 December 2024

Expected Duration 1 (one) year with the possibility for extension subject to project duration and satisfactory performance

Position Number 219445

• Office/Unit/Project Description (max 300 words)
  
  
  

For more than two decades, the UNDP has been at the forefront in Turkey, identifying key priorities within the tourism sector and spearheading the development of sustainable tourism. Our extensive engagement in policy advocacy, resource mobilization, and international networking has culminated in the effective promotion of sustainable tourism practices globally. Our work encompasses a deep expertise in both policy formulation and practical implementation within various facets of sustainable community-based tourism, destination management, and alternative tourism development such as eco-tourism, rural tourism, and cultural tourism, with a strong emphasis on pilot projects.

In 2021, the collaboration between UNDP, Enerjisa Energy, and Sabancı University established a pilot project aimed at encouraging green transformations within the tourism sector. This initiative, known as "Raising Awareness on Energy Efficiency through Development of a Green Destination Model - SENTRUM," utilized the Global Sustainable Tourism Council's (GSTC) criteria to incorporate sustainable practices into the tourism industry, promoting a shift towards more sustainable, low-carbon, and resilient tourism models.

Following the successful implementation of SENTRUM Phase-I, UNDP and Enerjisa Energy continue to support the Ministry of Culture and Tourism and the Türkiye Tourism Promotion and Development Agency (TGA) in adapting internationally recognized destination standards to the specific needs of local communities, particularly focusing on small-scale destinations across Türkiye. This ongoing project aligns with national priorities aimed at fostering sustainable tourism development and is structured under five strategic components designed to facilitate the certification of destinations as "sustainable" under the stringent criteria established by the GSTC.

A key component of this phase is the pilot implementation in Birgi, İzmir, which seeks to develop a model for green destination management that can be replicated in other small-scale destinations throughout Türkiye.

The Project Assistant role will be instrumental in supporting the local implementation of this pilot, coordinating project activities, engaging with community stakeholders, and ensuring the integration of sustainable practices within the tourism sector of Birgi. This position represents a unique opportunity to drive transformative change in one of Türkiye’s cherished historical villages, promoting sustainability and resilience in the face of global environmental challenges.

• Scope of Work
  
  
  

The Duties Of The Project Assistant Will Include

Project Coordination and Implementation

• Actively contribute to the day-to-day implementation of project activities, ensuring alignment with the project work plan and expected results.
• Assist in the coordination of project activities in Birgi, ensuring compliance with GSTC Destination Standards.
• Facilitate communication between the project team, local stakeholders, and the community to promote active participation and engagement.
• Provide logistical and administrative support for the organization of meetings, events, training, workshops, study tours, and other project-related activities.
  
  
  

Administrative and Logistical Support

• Maintain project correspondence, communication, and documentation to ensure the smooth running of project activities.
• Draft administrative documents, and meeting minutes, ensuring accuracy and timeliness.
• Organize and schedule appointments, field visits, and internal or external meetings related to project activities.
• Support consultants in the implementation of their tasks to achieve project results.
• Prepare administrative documents, such as tender documents, and follow up on UNDP administrative procedures for procurement and financial processes.
• Support the planning and execution of event logistics, including budgets, invitations, venue arrangements, travel, and procurement-related processes.
  
  
  

Monitoring, Reporting, and Documentation

• Collect, register, and maintain comprehensive records of project activities, expert reports, and other relevant documentation.
• Support the preparation of work plans, progress reports, and results-oriented progress documents, ensuring timely submission to the project assurance team.
• Monitor and report on project progress, contributing to the evaluation of its impact on local development.
• Maintain control over non-expendable equipment, including regular inventories and record-keeping.
  
  
  

Stakeholder Engagement and Communication

• Liaise with the communications team for media coverage and outreach activities, ensuring the project's visibility.
• Support outreach and public relations activities, including updating the project website and other communication channels.
• Keep regular contact with project experts and consultants, providing updates on project details and changes.
  
  
  

Tourist Engagement and Sustainable Tourism Promotion

• Inform and engage tourists about sustainable tourism principles, emphasizing Birgi's unique cultural and environmental assets.
• Provide visitors with detailed information on SENTRUM’s sustainability efforts and initiatives in Birgi, answering inquiries about sustainable tourism practices.
• Assist in the development and dissemination of communication materials to promote awareness of sustainability in tourism.
• Support the planning and execution of guided tours, workshops, or community events that showcase sustainable practices and SENTRUM’s impact in Birgi.
  
  
  

Translation and Interpretation

• Translate documents between English and Turkish as required. Provide interpretation services during project-related meetings and events.
  
  
  

General Support

• Act as the focal point for administration of the field office in Birgi.
• Respond to inquiries via telephone, fax, post, and email and coordinate appointments.
• Assist in the development of strategies and adaptation of project activities based on stakeholder feedback and ongoing assessments.
• Provide any other administrative or financial duties including the preparation of operational, audit, and financial administrative documents.
  
  
  

Taken overall, the duties of the Project Assistant will cover:

• Assisting the Project Manager and Project Associate in day-to-day management and oversight of project activities;
• Assisting the Project Manager and Project Associate in matters related to monitoring and evaluation and knowledge resources management;
• Ensure all project documentation (progress reports, consulting and other technical reports, minutes of meetings, etc.) are properly maintained in electronic copies in an efficient and readily accessible filing system
• Institutional Arrangement
  
  
  

The Project Assistant will perform his/her functions under the guidance and direct supervision of UNDP Project Manager.

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.
• Competencies
• Minimum Qualifications of the Successful NPSA
  
  
  

Min. Education Requirements

• Secondary education is required, or
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
  
  
  

Min. years of relevant work experience -Minimum 5 years (with Secondary Education) or 2 years (with Bachelor’s degree) of progressively responsible administrative support experience, preferably in development projects is required at the national or international level

Required skills -Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, and experience in handling of web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section

• Experience in UN agencies or other international organizations would be a strong asset
• Experience in budgeting, planning, and reporting would be an asset
• Experience in event and training arrangements would be an asset
• Experience in procurement processes would be an asset
• Experience in tourism-related areas would be an asset.
  
  
  

Required Language(s)

• Fluency in written and oral English and Turkish is required
  
  
  

Professional Certificates N/A