Background
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.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Job Purpose and Organizational Context
The creation and development of a balanced social, economic, ecological and cultural environment highlights the importance of organizing and exerting control over urban planning, architecture and construction activities in an efficient way. To ensure the prevention of violations of the urban planning legislation; the implementation of urban planning activities in accordance with the requirements of the approved spatial planning documents (general plans, master plans, detailed plans); the compliance with standard urban planning and construction documents; improving the quality of spatial planning documents; regularised development of urban development; the efficient use of lands; verified ecological safety and environmental protection; and the protection of historical and cultural monuments, it is considered expedient that urban planning and construction activities are controlled through a central monitoring system.

To prevent unauthorised construction and demolition work, violations must first be identified. The existing practice of conducting inspections has shown that a large amount of manpower and time is required to identify and verify the legality of construction or demolition work.

The main objective of the Project is to establish an electronic system for urban planning control which will detect construction and demolition activities through satellite imagery and orthophoto images taken by drones, automatically verifying their legality, and promptly notifying the relevant authorities of any unauthorised construction or demolition. 

The Project also aims to increase public awareness and participation regarding the prevention of illegal construction, as well as to enhance public oversight.

The Project objectives will be achieved through the delivery of the following expected results:

1: Electronic System for Urban Planning Control (ESUPC) established and operationalized; 

2: Public awareness and oversight to prevent illegal construction increased.

Duties and Responsibilities
The duties of the Project Clerk will include:
  • Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
  • Maintain project correspondence and communication;
  • Collect, register and maintain all information on project activities;
  • Advise all project counterparts on applicable administrative procedures and ensures their proper implementation;
  • Contribute to the preparation and implementation of progress reports;
  • Prepare agendas and arrange field visits, appointments and meetings both internal and external related to the project activities and write minutes from the meetings;
  • Provide support to international consultants in the implementation of their tasks for the achievement of project results;
  • Assist in logistical organization of meetings, training and workshops;
  • Draft minutes of Project Board and other project-related meetings;
  • Prepare requests for advance of funds and/or direct payments; 
  • Undertake other financial and administrative tasks on an ad hoc basis;
  • In accordance with the Work Plan support for procurement of equipment, supplies and services;
  • Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need.

Taken overall, the duties of the Project Clerk will cover:

  • Assisting the Project Manager in day-to-day management and oversight of 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.

The Project Clerk will perform his/her functions under the guidance and direct supervision of UNDP Project Manager.

Competencies
Core behavioral competencies
  • Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
  • Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
  • Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
  • Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
  • Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
  • Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
  • Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical competencies

Business Direction & Strategy: Strategic Thinking
  • Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions       

Business Direction & Strategy: Effective Decision Making

  • Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources 

Business Management: Working with Evidence and Data

  • Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Administration & Operations: Building, facilities & office space management

  •  Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services                

Procurement: Procurement Management

  • The ability to acquire goods, services or works from an outside external source
Required Skills and Experience
Education:
  • Secondary Education is required.
  • Bachelor’s degree in economics, finance, accounting, law, public administration, management or other social sciences will be given due consideration

Experience:

  • Minimum 4 years with Secondary Education or  1 year with Bachelor’s degree  of progressively responsible experience in administrative work, accounting/finance, economics, or other substantive area is required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, and experience in handling of web-based management systems.
  • Experience in UN agencies or other international organisations would be a strong asset
  • Previous experience in development assistance or related work for a donor organization, consulting company, or NGO is a very strong advantage
  • Experience in budgeting, planning, and reporting would be an asset
  • Experience in either Digital Transformation or Public Innovation would be a strong asset
  • Experience in procurement processes would be an asset

Language requirements:

  • Fluency in written and oral English and Azerbaijani is required
  • Knowledge of Russian is an asset
Disclaimer
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
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