Project Assistant

The Project Assistant will support the implementation of the Shifting to Zero Waste Against Pollution (SWAP) Initiative Project by assisting the Project Manager and Project Field Coordinator in administrative, logistical, and reporting tasks. The role involves maintaining project documentation, liaising with stakeholders, and providing support for project activities to ensure timely and efficient delivery.

Responsibilities

• Assist the Project Manager and Project Field Coordinator in the administrative and logistical support of day-to-day project activities.
• Ensure all project documentation (progress reports, consulting and other technical reports, minutes of meetings, etc.) are properly maintained in hard and electronic copies in an efficient and readily accessible filing system.
• Provide PMU-related administrative and logistical assistance.
• Provide logistical support for the Project Manager, Project Field Coordinator, Project Associate, and 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.
• 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.
• Provide soft translation support as requested by the Project Manager and Project Field Coordinator.
• 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.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• Bachelor's Degree with 2 years of experience OR High School certificate with 5 years of experience.
• Secondary education is required, or University Degree in business administration/economics, engineering, political/social sciences, urban or/and regional planning, climate change, administrative sciences or environmental sciences, or related fields will be given due consideration, but it is not a requirement.
• A minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience is required.
• Excellent command of office software, such as word processors, spreadsheets, databases.
• Experience in at least one climate change, environment or chemicals and waste project.
• Experience in project cycle management in the public or private sector or NGOs or international organizations is desired.
• Experience working in UN Organizations is desired.
• Experience in organizing and coordinating events and activities including planning, organizing logistics, and preparing documentation for hybrid, in-person, and online formats is desired.
• Experience in at least 1 project in collaboration with governmental organizations and/or local governments is desired.
• Fluency in the UN language of the duty station is required.
• Fluency in the national language of the duty station is required.

Skills

• Project Cycle Management
• Administrative Support
• Event Coordination
• Logistics Planning
• Project Documentation
• Office Applications
• Word Processing
• Spreadsheets
• Databases
• Climate Change Projects
• Environmental Projects
• Chemicals and Waste Projects
• Stakeholder Liaison
• Reporting
• Collaboration with Government
• UN Project Experience

Languages

English, Turkish