outcome XM-DAC-41146-TUR_O_3

Ind.3A/B Advancing business transformation

In the reporting period UN Women Türkiye Country Office demonstrated progress towards being an organization with strategic plans and business model enabling to deliver impact at scale. The CO conducted assessments and captured the needs in the field, accomplishments, and lessons learned. These will be helpful for the office's strategic planning and programming to deliver impact at scale and to foster a culture of continuous learning and development. CO have produced 16 knowledge products, mostly focusing on gender responsive assessments and generation of gender data in relation to the impact of the earthquakes in Türkiye. The knowledge products has increased the UN Women’s programming to be more effective in addressing the needs of women and girls. The cumulative number of KPs in the current SN period has reached 31, exceeding the OEEF output target for 2023 which is 19. The office management has implemented a number of staff feedback systems in an effort to foster a culture of continuous learning and improvement. "Year-end reflection meetings" were held between the Country Director and Deputy Country Director with each project and functional team to discuss what needs to be improved, changed, or sustained in the work of the CO based on experiences and lessons learned during the year. These meetings were held in addition to regular management meetings, annual all-office retreats, and individual team retreats. Each team received strategic guidance and recommendations from the senior management and clarified the way forward in implementing the SN. Four senior managers in the CO participated in coaching sessions after completing the corporate 360-degree assessments during the reporting year. Staff members have had discussions based on the 360 degree findings. Additionally, the yearly Leadership Dialogue exercise was effectively carried out by the office with the enthusiastic involvement of workers and staff. The personnel's general comprehension and embodiment of the accountability issue have improved as a result of the exercise.

outcome XM-DAC-41146-TUR_O_4

Ind.4 Nurturing an empowered workforce and advancing an inclusive UN-Women culture

In the reporting period, there has been progress in achievement of the output. Türkiye CO managed and strenghed significantly its human resources by hiring 15 new staff, completing 22 Short-Term consultants. All staff completed mandatory training, with additional capacity-building through 12 sessions. Staff continued to benefit from flexible working arrangements with further revisions and improvements, and private counseling sessions. During 2023, the UN Women Türkiye Country Office successfully recruited 3 Fixed-Term staff members (FTA), 7 Service-Contract (SC) holders, 4 UN Volunteers, and 1 intern, bringing the total number of new personnel to 15. A total of 22 SSA recruitments have been finalized. As of December 31, 2023, there are ongoing recruitments for 1 TA, 4 FTA, 5 SC, and 1 UNV positions, as well as 6 ongoing SSA recruitments. The teams have completed performance management and development reviews on time. Mandatory training completion was tracked using a specific timeframe and tracking table. As of December 31, 2023, all staff members have completed all mandatory training on time. In 2023, staff increased their capacity through a total of 12 trainings (7 external and 5 internal) and 1 UN Women Türkiye CO Orientation Day conducted by UN Women. The trainings include WSAT Women Security Awareness Training, Women Empowerment in Humanitarian Action Working Group -WEHA- Lessons Learnt, Team Counselling Session, Prevention of Sexual Harassment Training, Organizational Culture Training, BOS joint staff training "Communication skills", Learning sessions on Elections, Law 6284, CEFM, Earthquake Awareness and preparedness training, and Disability Inclusion + Accessibility Trainings. Additionally, staff participated in successful trainings on Digital Violence against Women in Politics and Digital Safety tips conducted in line with the Learning and Development Plan. The capacity of personnel was further supported through on-the-job coaching for new personnel in areas such as Quantum training, program management, event and travel management, as well as General Service Tracker usage. Türkiye Office revised the FWA System to ensure all staff members benefit from it. With the revised flexible working arrangement system, personnel have the right to request flexitime, compressed work schedules, telework, telecommuting, and scheduled breaks for external learning activities. Currently, 22 out of 44 personnel, which is 50% of the current employees, are benefiting from the Flexible Working Arrangement System by submitting their FWA Request, signed by their supervisors, to the HR Unit. Lastly, online private counseling sessions are provided to staff members who request them, with UN Women-appointed psychologists. The HR and OM teams work to provide confidential and successful support to staff. Additionally, regarding HR processes, updated SSA templates have been shared with staff, and an informative internal session on the SSA SoPs has been conducted, followed by a meeting focusing on further details of the SSA templates and the SSA Recruitment tracking table

outcome XM-DAC-41146-TUR_O_5

Ind.5 Product- Services- Processes

The UN Women Türkiye Office followed the existing Standard Operation Procedures (SoPs) to carry out its daily operations. In the latter part of the year, the office finalized an extra flow diagram for already-existing SoPs. In order to guarantee that every employee has the abilities and information required to successfully manage the new procedures, staff engaged in regular operations meetings and training on the Quantum modules. Through these training sessions, staff members were able to gain a deeper understanding of the new workflows and how they relate to the various modules within the Quantum system. Additionally, staff members had a safe space to ask questions and voice their concerns, which could then be addressed and resolved in a timely manner, through these meetings. On the finance side, the office changed the payment process and adapted to the renewed policy and Quantum. The office checked all POs that have been transferred to Quantum and reorganized incorrectly transferred ones respectively in terms of Procurement operations in the first half of the year. Since there was no improvement regarding the second badge PO transfers, the CO took certain actions about the unsuccessfully transferred POs by creating new POs instead. In addition, the office activate Rapid Response Procurement (RRPP) for 180 days after the two massive earthquakes that Türkiye faced to respond to the needs promptly. As a result of all these efforts, payments are made on time and smoothly in compliance with the policy. Additionally, incorrect purchase order amounts have been corrected, reaching the accurate figures. Wrong or double payments have been prevented, ensuring reconciliation. With the activation of the RRPP, effective and immediate access to the affected region has been achieved. Partially waiving procedures under the RRPP has provided operational ease and has become an assisting factor in supporting the region most effectively. Project teams and operation colleagues had increased dialogue on event management issues fostering further experience sharing and peer learning in the second half of the year as result of the changes introduced in the procurement of event management services based on lessons learnt in the first half of the year. It was decided that the Call-off Order process for the event management services needs to be conducted with the collaboration of the operations and the programme unit together. The operations team constantly supported the procurement case managers in the programme unit and provided both general and on-the-job trainings. Additionally, procurement SoPs have started to be updated regarding the changed processes and procurement tracking tool have started to be developed for better follow-up. Besides, the onboarding of the second procurement assistant to the team has been completed per the increasing workload and orientation and training has been conducted. With the latest addition to the team, the year-end closure was completed smoothly and successfully with full support to the programme unit. Additionally, the office renewed related SoP of procurement process of Event Management since the relevant LTAs of travel and event management companies have changed and it was decided to have a secondary bidding process. The travel process in UN Women Türkiye CO has been diligently implemented to minimize irregularities by adhering to the Duty Travel Policy in 2023. The Operations Team ensured strict compliance with the travel policy and utilized UNAll and Quantum to facilitate a robust travel tracking system, effectively allocating the responsibilities, and mitigating the risks. Office asset recording and tracking received significant attention, covering IT equipment and vehicles. End of the year 2023, asset focal point accurately recorded and updated assets, including computers, mobile phones, monitors, printers, consumables, stationery, and related equipment in the UN Women Türkiye Office and reported to the HQ by the year-end Asset physical verification exercise. There has been daily monitoring of office vehicle usage, detailed records, and adherence to maintenance schedules, and it ensured effective control. In line with this, comprehensive asset records are maintained in the ERP system, which facilitates seamless tracking during the purchase order processes. By renewing the SOPs, Programme colleagues were able to see how the process progressed at any time without the need for support, thus enabling more effective management of the process. Additionally, documenting how the process operates through the updating of SOPs aided in the standardization of the process. The increased importance of asset recording and tracking ensured that all assets in the UN Women entity were promptly tracked in the manner requested by HQ, facilitating smooth asset verification.