Project Assistant

Organizational Context

The United Nations Development Programme (UNDP) is a global development network focused on inclusive growth, democratic governance, and climate action. The Climate Change and Environment (CCE) Portfolio supports sustainable environmental management, climate change resilience, and renewable energy. The Shifting to Zero Waste Against Pollution (SWAP) Initiative, a key project within CCE, aims to reduce chemical pollution and improve resource efficiency in pilot cities worldwide, including Kocaeli, Türkiye.

Job Purpose

The Project Assistant will provide full-time support to the Shifting to Zero Waste Against Pollution (SWAP) Initiative for its entire duration. This role is crucial for the day-to-day implementation of project activities, ensuring efficient and timely execution as outlined in the project document and work plan. The Project Assistant will assist the Project Manager and Project Field Coordinator by drafting progress reports, preparing substantial output-related documentation, and liaising with donors and national/international stakeholders. The position requires maintaining high service delivery standards, including meeting deadlines, responding promptly, ensuring accuracy, and demonstrating sensitivity to client needs, thereby contributing to the successful achievement of the project's zero-waste and pollution reduction goals.

Responsibilities

Provide comprehensive administrative and logistical support for daily project activities, assisting the Project Manager and Project Field Coordinator. Maintain meticulous project documentation, including progress reports, technical reports, and meeting minutes, in both hard and electronic formats for easy access. Offer administrative and logistical assistance to the Project Management Unit (PMU). Support the organization and execution of project activities such as meetings, trainings, workshops, stakeholder consultations, and study tours. Manage correspondence and communication with project partners, stakeholders, and consultants, both in-person and online. Maintain project document and expert report files, ensuring regular contact with experts and consultants for information flow. Monitor non-expendable equipment usage through record-keeping and inventory updates. Draft correspondence and assist in finalizing administrative documents. Handle telephone inquiries, faxes, postal mail, and email transmissions, and coordinate appointments. Archive project documents and expert reports, update the project archive, and support audit processes. Provide basic translation support between English and Turkish as needed. Prepare and format project newsletters, presentations, brief notes, and official letters in English and Turkish, ensuring alignment with project identity and visibility rules.

Work Experience

A minimum of 5 years of progressively responsible administrative or project experience is required with a high school diploma. Alternatively, 2 years of relevant experience is required with a bachelor's degree. Experience in at least one climate change, environment, or chemicals and waste project is essential. Experience in project cycle management, working with UN organizations, organizing events, and collaborating with governmental or local governments is desirable.

Skills

Proficiency in office software (word processors, spreadsheets, databases). Experience in climate change, environment, or chemicals and waste projects. Project cycle management. UN organizational experience. Event organization and coordination. Collaboration with governmental/local governments. Communication (written and verbal). Working with evidence and data. Digital literacy. Customer satisfaction/client management. Monitoring. Budget management. Event management.

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