Information Management Assistant

Organizational Context/Project:    

UNDP Turkey works for progress in four core areas:

1) inclusive and democratic governance;

2) inclusive and sustainable growth;

3) climate change and environment;

4) Syria crisis resilience and response.

In addition to these core areas, UNDP Turkey is emphasizing the role of women, private sector, capacity development, and information and communication technology in its policies and programmes. To achieve progress in these areas, UNDP seeks to establish partnerships with the central government, local administrations, civil society, academia and private sector to strengthen its contribution to Turkey's development. UNDP works closely with line ministries to support the efficient implementation of development projects and programmes. UNDP Turkey also collaborates with other UN agencies present in Turkey to maximize the impact of the UN's activities in the country, including through joint initiatives on women, youth, internally displaced persons and the Sustainable Development Goals.

As of February 2019, Turkey hosts over 3,6 million Syrian refugees.[1] Syrian refugees are mainly located in the Southeast Anatolia region bordering Syria, but as the crisis continued, the population has expanded to other regions as well. Turkey hosts the largest refugee population in the world and has demonstrated strong national ownership of the response. The Government of Turkey provides a rights-based legal framework through the Temporary Protection regulation, which offers access to education, health care, employment and social security to Syrians. According to the Government of Turkey, it spent 30 billion USD over the last 5 years on the response to the Syria crisis.

Currently, out of the 3,6 million registered Syrian refugees, more than 3,4 million refugees live amongst Turkish host communities.[2] 40% of the 3,6 million refugees are concentrated in 4 provinces in the South East. Within these provinces, there are four municipalities in Turkey that are particularly impacted, each hosting more than 100,000 Syrians. In these cities, the ratio of the Syrian population to that of host communities is higher than 15%, including Kilis, Hatay, Gaziantep and Şanlıurfa.[3] Populations have either reached or exceeded 2023 population projections. Kilis, for instance, hosts almost as many Syrian refugees as its local population.

The Turkey Chapter of the Regional Refugee and Resilience Plan (3RP) addresses the challenges through both humanitarian (refugee) and development (resilience) perspectives, within the context of six sector responses (livelihoods, protection, basic needs, health, education and food security). The 3RP Turkey Chapter highlights the increasing need and importance of the resilience response, reflected both in terms of type of support required as well as the resilience budget partners appealed for, which increased by more than 100% between 2016 and 2017[1].

UNDP and UNHCR have a regional level MoU outlining the core coordination responsibilities in response to the Syria crisis, with UNDP having an agreed lead coordination role on resilience.

UNDP co-leads the coordination of 3RP with UNHCR, and focusses on strengthening resilience related support across all 6 sectors. This includes, amongst others, a stronger focus on support to strengthening of capacities of both national and local partners (municipalities in particular).

Livelihood plays a vital role in ensuring the SuTP and vulnerable communities to become more self-reliant and reduce risks and vulnerability. To address the challenges of access to livelihood and employment require a combination of short-term and long-term solutions and considerations of both local/regional/national contexts. It further requires close collaboration with the GoT and its local and accredited agencies and strong partnership with the private sector to rally for job creation and support for advocacy efforts.

UNDP co-chairs both the Syria Response Group (head of agencies level) and the Syria task force (attended by UN agencies, NGOs and donors). UNDP takes active part in about 4 sectors, namely Livelihoods, Basic Needs, Protection and Food Security.

At the national (Ankara) and regional (Gaziantep) levels, the Livelihood Sector is coordinated by a Livelihood Sector Coordinator supported by an Information Management Assistant (IMA). Regional/local coordination mechanism may be established in other regions i.e. Izmir and Istanbul to support partners when necessary, and as funds become available.

Information Management Assistant work directly with the Sector Coordinator, UNDP Senior Resilience Advisor, UNDP Syria Programme Manager and other partners, including UN agencies, NGOs, national and local authorities to gather, analyze and format information to assist informed decision-making and enhance overall coherence in this field.  Mechanisms such as existing UN country thematic working groups, as well as others, can and should be put to the service of the IMO to permit the collection and gathering of information.

Information management is a key priority of the 3RP strategies to enhance evidence-based Sector response and to provide ongoing guidance for the humanitarian community in Turkey. Timely and accurate information is integral to successful coordination of humanitarian action. The Information Management Focal Point is responsible for assisting in the production and dissemination of information on the Insert Sector response in Turkey, in order to facilitate delivery and monitoring of assistance, undertake gap analysis and determine priorities.

Under the overall guidance of the Sector Coordinator and the Information Management Working Group (IMWG), the Information Management Focal Point provides information management support to the Insert Sector in Turkey, specifically aimed at increasing the effectiveness of the response.

The incumbent operationalizes data standards developed at global or national level, trains Sector partners as needed, and compiles data and analyses information relevant to the Sector response. More specifically, s/he also supports the Sector Coordinators and partners as defined below.

Living Conditions:

Ankara is the capital of Turkey and the country’s second largest city following Istanbul with the population of 4.5 million people. Centrally located in Anatolia, Ankara is an important commercial and industrial city. It is the seat of the Turkish government and houses all foreign embassies. The city is strategically located at an important crossroads for trade in proximity of Turkey’s highway and railway networks. Visas are required for entry into Turkey. It is therefore strongly recommended to check with the local Turkish Embassy or Consulate before traveling (http://www.mfa.gov.tr/visa-informationforforeigners.en.mfa). Nationals of EU member states and a limited number of nations are eligible for visas-on-arrival at international air termini and certain border crossing points.

• Security: The current security level in Ankara is minimal – 1. Ankara is considered a generally a safe city, where normal use of common sense and acting responsibly takes one a long way. The public transport is safe to use. There are no direct threats towards United Nations and its staff in Turkey.
• Medical Services: No special vaccinations are required for a travel to Ankara. Medical services available are of high quality, and health care services are available also in English.
• Housing: Apartments and flats are easily available and generally of good condition, with well working services (gas, electricity, water). The cost of housing is reasonable, although smaller apartments and certain locations close to foreign embassies and the UN House tend to be more expensive. Some UN Volunteers opt for house sharing. Upon arrival, UN Volunteers will reside in a hotel until they find permanent housing. UNV Field Unit can provide assistance to UN Volunteers in identifying suitable housing.
• Cost of living and services: Housing is the largest monthly expense, and the cost of living is otherwise very affordable. Daily food and products are inexpensive, as are many services.
• Imported goods and many non-essential services and products tend to be more expensive. The provision of goods and services in general is very good. Local transportation ranges from buses, mini-busses called “dolmuş” to taxis, which are all affordable. The subway lines are very limited in the scope.  Weather: The city has a mean elevation of 938 metres. It has cold, often snowy winters due to its elevation and inland location, and hot, dry summers. Because of Ankara's high altitude and its dry summers, nightly temperatures in the summer months can be cool.
• Language: Turkish is the only official language. English is widely spoken in touristic areas, but less commonly in Ankara. In supermarkets and shops, few Turkish words are useful. There are Turkish language schools and tutors available in Ankara.

Under the direct supervision of Livelihoods Sector Coordinator, the national UN Youth Volunteer will undertake the following tasks:

The key function (KF) of the Information Management Assistant is the provision of operational and administrative support for the smooth implementation of the Livelihoods Sector’s activities. In this sense, the Information Management Assistant is expected to perform the following tasks and duties as demonstrated below:

- He/she should assist the team in carrying out their functions for the efficient and timely administration and implementation of the Livelihoods Sector’s activities.

- He/she will maintain support to ensure high standards of service delivery, including adherence to deadline, quick response time, accuracy and completeness of information and sensitivity to project needs and UNDP rules and procedures.

Specific Tasks and Responsibilities:

Under the direct supervision of the Livelihoods Coordinator, the UN Youth Volunteer is expected to perform the following tasks;

• Provide administrative and logistical support for the organization of events, workshops and meetings.
• Assist the team, including consultants, in making the necessary project related travel arrangements (i.e. travel tickets, hotel reservations, DSAs, etc) when necessary.
• Provide support to identify the relevant information requirements of the Livelihoods Coordinator’s and partners’ as well as other key partners (relevant Sector, local authorities, etc.) in the Livelihoods Sector response, and encourage information sharing among all stakeholders.
• Assist to develop and/or maintain the data and information management component for the Sector strategy. Assist in the implementation and operationalization of the Livelihoods Sector strategy for Turkey through teamwork.
• Ensure that the Livelihoods Sector Coordinator have access to robust systems for file storage, contact lists and e-mail distributions.
• Provide support to develop, manage and maintain Livelihoods Sector database in           ActivityInfo, and compile, aggregate data and information elements required to produce standardized information products and implement or support data/information collection plans for baseline and context-specific data.
• Extract monthly regional indicator data from ActivityInfo and clear with Sector Coordinator. Share with IMWG Chair.
• Provide information and support Livelihoods Sector partners and other key actors on the use of Sector information management tools and products as needed, such as ActivityInfo. In addition, with the support of the IMWG, provide assistance to train Sector partners and other key actors on data collection, data analysis, data visualisation and protection of sensitive data as needed.
• Support and leverage geographic data for map production and use in geographic information systems (GIS).
• Provide support to prepare, maintain and disseminate Sector information management products (dataportal page, contact list, ActivityInfo reporting, operational presence, gap analysis and dashboards/factsheets) at agreed frequencies.
• Regularly engage and participate on behalf of the Livelihoods Sector in the Information Management Working Group, feeding back to the Sector coordination team as relevant.
• Translate documents from English to Turkish and vice versa
• Develop initial drafts of the reports/minutes of meetings in Turkish and (if deemed necessary) in English;
• Provide assistance to the team in filing related information, documentation and correspondences;
• Facilitate communication and 3RP activities among the project partners as requested by the coordinator
• Perform other duties as required.

Furthermore, UN Youth Volunteers are required to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Youth Volunteers;
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/Expected Outputs:

• The Volunteer is expected to provide support on creating a database for ongoing project activities for reporting, monitoring and evaluation purposes
• The Volunteer is expected to organize events, workshops, meetings, trainings and conferences by taking care of the necessary logistic and administrative arrangements,
• The Volunteer is expected to regularly engage and participate in the Information Management Working Group and to facilitate communication and 3RP activities among the project partners and to provide support to prepare, maintain and disseminate Sector information management products.

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented.
• Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations.
• Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.
• Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities.
• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;
• Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups;
• Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary;
• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

Please find below some possible wording for the qualifications/requirements:

• University degree (BA/BS) in social sciences, administrative sciences or other relevant field is required,
• Full proficiency in Turkish and a good command of written and spoken English is required,
• Analytical skills and ability to coordinate numerous ongoing initiatives is required,
• Previous experience as a volunteer and/or experience of another culture, (i.e. studies, volunteer work, internship) would be highly regarded,
• Familiarity to UN and UNV rules and procedures is an asset,
• Computer skills: Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets and databases. Knowledge of Adobe CS programs are a great asset,
• Willingness and able to travel frequently,
• Motivated to contribute towards peace and development and to serve others;
• Good interpersonal, networking and communication skills;
• Willingness to contribute and work as part of a team;
• Flexible and open to learning and new experiences;
• Respect for diversity and adaptability to other cultures, environments and living conditions.

United Nations Volunteers is an equal opportunity programme which welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, nationality and culture.

United Nations Volunteers reserves the right to select one or more candidates from this announcement.  We may also retain applications and consider candidates applying to this opening for other openings with United Nations Volunteers with similar assignment description, experience and educational requirements.

The duration of the assignment is indicated above with the possibility of extension subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment. A Volunteer Living Allowance (VLA) of 3,159.25 TL is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included.