Republic of Moldova

Programme/Administrative Assistant - JILDP Moldova

Vacancy Number: 038 /Pr-2010

Background:

UNIFEM Sub-regional office for the Commonwealth of Independent States (CIS SRO) announces the position of Programme/Administrative Assistant within the Joint UNDP/UNIFEM Integrated Local Development Programme (JILDP) to support the work of the International Programme Manager and Programme Analyst to ensure effective overall programme implementation.

Duties and Responsibilities:

Ensure effective support to the programme implementation, focusing on achievement of the following results, primarily in the areas of:

• Providing daily support on timely preparation and execution of programme approved workplans;
• Providing substantive inputs to the preparation of programme reports;
• Assisting in monitoring the progress in implementation throughout the programme timeline;
• Assisting in promoting human rights based and gender-responsive governance at central and local levels;
• Providing thoroughly researched information and reports on existing situation necessary for guiding Programme implementation, development of workplans and budgets, etc.;
• Assisting in organizing and supporting technical assistance, monitoring and evaluation missions and subcontracted programme activities, including drafting ToRs for all programme subcontractors;
• Leading in actual documentation of programme experiences and good practices;
• Collecting and gathering required information, data for programme activities/initiatives throughout the programme phase.

Ensure efficient financial administration and operational support, focusing on achievement of the following results:

• Assisting in managing the programme financial matters;
• Preparing and modifying programme budgets, implementing control mechanism for budget monitoring, preparing annual and monthly expenditure plans for submission to UNIFEM CIS SRO
• Maintain accurate financial records of the programme in line with UNDP/UNIFEM rules and regulations;
• Preparing and submitting financial requests to the UNFIEM CIS SRO with complete package of supporting documents in line with the UNDP/UNIFEM rules and regulations and in close partnership and support from the programme’s Administrative Assistant;
• Assisting in administering operation of the office in accordance with UNDP/UNIFEM rules and regulations;
• Ensure the maintenance of a filing system, reports or other documentation related to the administrative matters of the Programme in hard and electronic formats;
• Assisting in managing human resources of the programme as per UNDP/UNFIEM rules and regulations.

Ensure facilitation of knowledge building and sharing focusing on the achievement of the following:

• Assisting in coordinating the exchange of information internally and between the programme partners;
• Ensuring maintenance of the programme filing system in hard and electronic formats and provision of inputs to UNIFEM CIS Intra and UNIFEM CIS and HQ web-sites;
• Providing required substantive and administrative support in organizing / conducting variety of programme activities and events;
• Supporting other programme-related activities as required by programme management.
• Providing other support as required by the programme management.

Required Skills and Experience:

• University degree in development related field.
• Minimum 3 years of progressively responsible programme and finance experience is required at the national or international level;
• Proven record of good relationships and experience of collaborative activities with the national partners;
• Fluency in Romanian and Russian and Good (intermediate and above level) knowledge of English;
• Attentiveness, accuracy with finance documents, good communication skills, Initiative and sound judgment, team player, self-motivation;
• Ability to work harmoniously with persons of different nationalities and cultural background issues;
• Good computer skills in Windows environment, knowledge of Internet communications and command of MS Office applications (Word, Excel, PowerPoint) is required.

Terms of Reference

Personal History Form (P11)

Interested persons should submit their application letters and duly completed Personal History Form (P11) with the mark “Programme/Administrative Assistant (JILDP Moldova)/UNIFEM Vacancy” by 10 March 2010, 17:00 (Moldova time) to Natalia Galat, UNIFEM CIS at natalia.galat@unifem.org.

Only those short listed will be contacted.

Failure of candidates to submit a duly completed P11 form, as well as false representations on this form, shall constitute sufficient grounds for withdrawal of further consideration of the application. All information provided in the P11 form will be treated as strictly confidential.