Project Clerk

UNDP - United Nations Development Programme, Ankara, Turkey

Skill Required:, Project/ Programme Management
Preferred Experience: 
3 Years
Closing Date for Applications: 
31st December, 2018

Job 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. UNDP is on the ground in 166 countries, working with them on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and its wide range of partners. UNDP’s global focus is helping countries build and share solutions to the challenges of:

  • Democratic Governance;
  • Poverty Reduction;
  • Crisis Prevention and Recovery;
  • Environment and Energy and
  • HIV/AIDS. UNDP helps developing countries attract and use aid effectively. In all its activities,

UNDP encourages the protection of human rights and the empowerment of women.

Within the aforementioned global context, UNDP Turkey works for Democratic Governance and Growth without Poverty. For more than 50 years the UNDP has worked in close partnership with the Turkish Government and numerous national and international institutions, including NGOs, academics and the business community.

UNDP Turkey aims to find practical solutions to Turkey's development challenges and manages projects together with the Turkish Government and other partners to address them. Since 1986 it has implemented over 80 programs across the country. In addition, the UNDP has played a major role in response to crises and disasters in Turkey and the surrounding region.

Within the above-mentioned context; UNDP Turkey will support the Ministry of Family and Social Polices (MoFLSS) for “Effective Social Service Delivery Through Better Monitoring, IT Systems and Capacities” project. 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 MoFLSS. This project will consist of number of IT and Monitoring System related activities which include Hardware, Network, Software, Database, Training and MoFLSS IT Department Staff Capacity Development activities. And to support the achievement of the project’s development objectives, the services of a Database Administrator are required and UNDP intends to recruit “Database Administrator” on a full time basis who will be stationed in Ankara, MoFLSS Premises.

The project will be coordinated and implemented by a multi-disciplinary team at the MoFLSS in Ankara. The Database Administrator will support the Ministry in implementation of the project work plan by providing technical support to project activities. The Project Clerk will report to MoFLSS and UNDP on a day to day basis and work in close collaboration with the project team and the ministry staff.

Objectives of the Assignment

The project will be coordinated and implemented by a multi-disciplinary team at the MoFLSS in Ankara. Duty –stationed within MoFLSS premises in Ankara and under direct supervision of UNDP Portfolio Manager and Project Co-director at the MoFLSS, the Project Clerk will provide administrative and organizational support to the project team for timely and efficient implementation of project activities.

The Clerk will provide technical support to project team by;

  • Organizing and make arrangement of Meetings and other project activities in a timely manner
  • Project record and files are maintained in line with rules and regulations

Duties and Responsibilities

The SC is expected to assume the following tasks:

Key Results Expected/Major Functional Activities

Project activities are implemented in a timely and efficient manner

  • Assume overall responsibility for administrative matters such as registry and maintenance of project files and records;
  • Be responsible for day-to-day project correspondence, information sharing and filing ensuring that appropriate follow-up actions are taken;
  • Draft minutes of Steering Committee and other meetings;
  • Prepare meeting materials, including reports, presentations and agendas;
  • Arrange external and internal meetings (including the meetings of the Steering Committee, Technical Working Groups, etc.)
  • Make travel and accommodation arrangement for training seminars, conferences and other project related events
  • Respond to stakeholder inquiries
  • Perform necessary English to Turkish or vice versa translations
  • Maintain project records (contracts, ToRs, sick leave, vacation, etc.) in accordance with accepted policies and procedures;
  • Perform other job-related duties requested by MoFLSS

Reporting Structure and Duty Station

The incumbent reports to UNDP Portfolio Manager and Project Co-director at the MoFLSS. The Project Clerk will be based in Ankara within the MoFLSS premises.

Performance Indicators for Evaluation of Results

  • Meetings and other project activities are organized in a timely manner with relevant organizational arrangements provided
  • Project record and files are maintained in line with rules and regulations
  • English to Turkish or vice versa translations are made in a timely manner.
  • Effective day-to-day communication is provided among the project team, technical experts and the Ministry


  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Demonstrating/safeguarding ethics and integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others.
  • Informed and transparent decision making
  • Avoids any kind of discriminatory behavior including gender discrimination and ensure that
  • Human rights and gender equality are prioritized as an ethical principle within all actions;
  • Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
  • Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is respected within all implementations including data production;
  • Differentiated needs of women and men are considered;
  • Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
  • Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
  • Supervisor: Portfolio Manager, PSPS-ISG Portfolio
  • Payment Schedule: The remuneration is to follow a monthly schedule

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.

Required Skills and Experience

Minimum Qualifications and Experience

General Qualifications

  • Minimum Two-year University Degree
  • Bachelors or Advanced university degrees.
  • Professional Experience and Qualifications
  • 3 years of relevant working experience
  • Professional experience in internationally funded projects

Specific Experience and Qualifications

  • Experience in event management, organization of meetings, keeping minutes of the meeting or similar organizational experience
  • Familiarity with UN rules and procedures

Computer Skills: Microsoft Office, Windows-based applications, spreadsheets and databases

Language Fluent written and spoken Turkish and English


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