National Project Officer
General Functions:
Under the overall leadership and guidance of the United Nations Country Team (UNCT), the Operations Management Team (OMT) endeavors to facilitate the implementation of Delivery as One (DaO) by harmonizing operational policies of UN entities, funds, and programs in Türkiye. Moreover, the OMT proposes and implements inter-agency initiatives to ensure the quality of support services, while utilizing resources effectively.
Within this context, the OMT has decided to adopt and implement UN Development Group’s (UNDG) results-based framework to enhance the planning, monitoring and management of the UNCT’s operations and support to program delivery. The objective is to ensure the Türkiye UNCT achieves the targets of the Efficiency Agenda including the Business Operations Strategy (BOS), the Local Shared Service Centres (LCCS) (former Common back offices), the Common Premises and to eventually contribute to the establishment of the Global Shared Service Centres (GSSC).
Under the overall supervision of the Chief of mission, the incumbent will facilitate the initiation, monitoring and implementation of this framework, in close coordination of the Chair of OMT, s/he will be engaged in supporting day to day operational matters of OMT and its Technical Working Groups. The incumbent will be responsible to undertake functions related to coordination of data collection, analysis, interpretation and implementation of all support activities.
The incumbent will support the OMT and RCO with day-to-day coordination with counterparts to advance the Efficiency Agenda.
Major Duties and Responsibilities:
Maintain a fully functional Secretariat for the OMT:
Develop a work plan in a consultative manner
Supporting the work plan execution: coordination of planning process; budget monitoring; operations coordination; reporting; and documentation.
Regularly update the LTA database and HR roster within the relevant systems;
Participate in the meetings and support OMT, OMT Working Groups and BOS taskforce Committee as necessary;
Update the OMT and OMT working groups’ progress and notes of records, briefs in OMT records; and
Undertake any other activities assigned by the Chair of the OMT.
Coordination and support the preparation of the Business Operations Strategy:
Align all OMT operations with the 2020 Quadrennial Comprehensive Policy Review through implementing the UN reform objectives in operationalize the leaving no behind initiative.
Ensure that the Efficiency Agenda milestones are achieved ensuring a proper utilization of the UNDG’s enablers including Mutual Recognition, Costing and Pricing and Client Satisfaction.
Lead the establishment of the location independent common services through the LSSCs;
Establish, strengthen and solidify the OMT workflow to increase engagement points and synergies amongst UN entities through liaising and supporting the Technical Working Groups;
Ensure an adequate design and implementation of OMT common services plans including resource mobilization in support of common operations;
Ensure that large contracts negotiated by the OMT are covered by a Memorandum of Understanding (MOU), and/or Service Level Agreements (SLAs) amongst UN entities and to accelerate the establishment of common Long-Term Agreements (LTAs) between participating entities and the service provider/supplier;
Liaise with all UN entities to have an efficient management of the common service budgets at the country level, including the development of the annual budget and ensuring agreement is reached on the budget;
Oversee the Task Forces working on initiatives under the OMT;
Provide support and advice to other interagency platforms with regards to the provision of operational support system through common services, in particular in the area of programmes (Result Groups);
Lead the end of cycle review/evaluation of the BOS as a basis for the BOS development for the next cycle. It is recommended to execute this evaluation concurrent with the UNSDCF review.
Lead on the conceptualization and annual updates of the BOS by ensuring a unified vision is translated into concrete, measurable activities which increase efficiencies and/or improve quality
Provide inputs to the OMT chairs on the performance appraisal of the staff members involved in the OMT and/or any of its Task Forces reflects their role and results to be achieved, as this plays a critical role in terms of incentive and accountability.
Coordinate the implementation of the BOS activities through data collection and analysis and timely information sharing with BOS taskforce and OMT and its Working Groups, trouble-shoot where needed;
Work with the OMT and its Working Group Chairpersons to make sure the adequate administrative support is provided for the timely delivering of the agency /inter-agency inputs;
Coordinate Capacity Building workshops pertaining to development of BOS at different stages.
Support the RCO with day-to-day coordination with counterparts to advance the DaO agenda:
Coordinate between UN entities, Government and relevant counterparts to promote a One UN approach towards programme and operational coordination;
Support the RCO with piloting innovative tools that will enhance operational coordination;
Supports the roll out of existing initiatives that support the DaO agenda;
Support OMT and its Working Groups on common services for the designated service line(s):
Lead on the assessment of the BOS implementation, results and existing common services and identify areas where these services can be improved, and costs reduced;
Monitor the implementation and progress of work plans, identify constraints/delays and bring to the attention of OMT Chair.
Maintain the information flow at all classification levels within the OMT and initiate follow-up actions.
Supported communication efforts in the One UN Knowledge Exchange Network on Yammer platform for OMT by posting up to date information to the different sections when needed.
Maintained system-wide contacts on the coordination of matters related to day-to-day operations.
Assist in carrying out UN surveys related to the OMT.
Perform such other duties as may be assigned.
Required Qualifications and Experience:
Education:
Master’s degree in Business Administration, Finance, Management, Accounting, or a related field from an accredited academic institution with at least two years of relevant work experience; or
University degree in the above fields with at least four years of relevant professional experience.
Experience:
Capacity to build and maintain partnerships with a number of stakeholders (UN entities, Government entities, other development partners and the private sector)
Proven knowledge in common operational services.
Fully proficient computer skills and use of relevant software and other applications, e.g. word processing, spreadsheets, internet, power point and experience in handling of web-based Management Systems.
Excellent interpersonal skills, proven networking, team-building, organizational and communication skills.
Seeks and applies knowledge, information and best practices inside and outside the UN.
Ability and sensitivity to work with a wide cross-section of partners, including Government, I/NGOs and the private sector.
A self-starter, able to inspire and influence action and work under pressure, can lead from behind and inspire good teamwork.
Consistently approaches work with energy and a positive, constructive attitude.
Demonstrates openness to change and ability to manage complexities.
Ability to handle sensitive information with confidentiality.
Languages:
Fluency in English and Turkish is required.
Working knowledge of Arabic is advantageous.
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
Values
Inclusion and respect for diversity:
Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
Challenges prejudice, biases and intolerance in the workplace.
Integrity and transparency:
Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
Delivers on commitments; manages the organization’s resources reliably and sustainably.
Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
Professionalism:
Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
Seeks to raise professional standards in self and others through daily work and activities.
Adapts quickly to change and is decisive and versatile in face of uncertainty.
Shows self-control and persistence when faced with difficult problems and remains calm in stressful situations.
Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Core Competencies – behavioural indicators level 2
Teamwork:
Fosters a sense of team spirit by developing a shared understanding, accountability and enthusiasm for the team’s work.
Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.
Shares credit for team accomplishments and ensures that the contribution of others is recognized.
Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.
Delivering results:
Produces high-quality results and workable solutions that meet clients’ needs.
Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.
Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.
Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.
Managing and sharing knowledge:
Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.
Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.
Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
Contributes to an environment that is conducive to innovation and learning.
Accountability:
Proactively seeks responsibility in delivering towards the goals of the Organization.
Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.
Stands by the actions of team or department, publicly accepting ownership.
Takes responsibility of own shortcomings and those of the work unit, where applicable
Communication:
Speaks and writes clearly and effectively.
Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.
Listens and seeks to understand without bias, and responds appropriately.
Shares information and keeps others up to date; actively seeks others' views and ideas and respects their contribution.
Managerial Competencies1 – behavioural indicators level 2
Leadership:
Assigns responsibilities fairly and manages performance, taking account of individual strengths, workloads and interests.
Is inclusive in decision-making and actively seeks feedback from team members and colleagues in order to identify opportunities for improvement.
Takes sound and timely managerial decisions that are consistent with the Organization's vision and purpose.
Establishes and maintains relationships with a broad range of stakeholders to understand needs and gain support.
Empowering others and building trust:
Delegates appropriately to make the most of others’ talents, clarifying expectations and allowing autonomy in important areas while providing necessary support.
Encourages others to take responsibility for their performance; promotes ownership, responsibility and accountability for desired results at all levels.
Creates an atmosphere of trust and confidence in which others can talk and act without fear of repercussion.
Gives proper credit to others, shows appreciation and rewards achievement and effort.
Strategic thinking and vision:
Aligns own actions to the Organization’s vision, values and mandate.
Translates strategic direction into short and medium-term plans and objectives for own team; revises objectives to reflect changes in organizational goals.
Identifies key issues/priorities in complex situations and how they may be related to one another.
Clearly communicates links between the Organization’s strategy and the work unit’s goals.
Other:
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
Please be advised that female candidates are highly encouraged and that this is a local position and as such only applications from candidates holding Turkish nationality will be considered.
How to Apply:
Interested candidates are requested to submit their application including the most recent CV with a cover letter in English with contact details (name, position, phone and e-mail details) of three references by indicating name of the position applied with its VN number in the subject line of the e-mail to iomtrjobs@iom.int or to IOM Birlik Mahallesi Sehit Kurbani Akboga Sokak No:24 Cankaya, Ankara by the end of 04 August 2022.
Please note that only shortlisted candidates will be contacted.
1 As applicable.