ADMINISTRATIVE/FINANCE ASSOCIATE:JOINT INTEGRATED LOCAL DEVELOPMENT PROGRAMME

Vacancy Number: 216 /Pr-2010

Background

UNDP and UNIFEM in partnership with the Government of Moldova (State Chancellery) are implementing the Joint Integrated Local Development Programme (JILDP). The JILDP was designed to improve the policy framework, as well as to support the administrative systems and procedures focused on efficient transfer of competencies to Local Public Administrations (LPAs), decentralization and promotion of LPAs? role in decision making. It also helps in building the capacity of LPAs to plan, implement and monitor their strategic plans and improve local public service delivery, involving civil society and community efforts and participation.

Given the overall development context, related to the impact of the political and economic crisis, and considering the priorities of the Coalition for European Integration, new Government Programme, as well as the National Development Strategy, Decentralization, Sustainable Local Development and Democratic Local Governance represent key issues to be addressed in order to respond to existing country priorities and development challenges.

There are four types of issues to be addressed through the proposed Programme:

  • The current policy framework does not respond to the need of local public authorities and does not provide sufficient clarity on their role, authority and responsibilities. Moreover, the legal framework regarding the local public finances is not approved and there is no clarity on the advancement of fiscal decentralisation. The specific needs of women and men, girls and boys, as well as the elderly, disabled, and other vulnerable population, individuals or groups, are not necessarily taken into account in national policies related to local sustainable local development and good local governance;
  • Weak and underdeveloped capacity of LPA to address development challenges and to fulfil their responsibilities in front of citizens. Transparency and participation of CSOs and citizens, especially women in local decision making is limited. The association of LPA are highly politicised and weak in order to advocate for greater authority and resources for LPAs to better serve citizens needs. Management of services and utilities, which is one of the key responsibilities of LPA is week. Moreover, the most vulnerable communities and groups of population (elderly, disabled, women at risk) do not have access to basic public services, such as access to water, clean environment, and social services. The quality of services provided locally is low.
  • Most deprived rural communities in Moldova do not have enough capacities to access resources and participate in local development programmes. The deprived thus face compound forces of exclusion and may have extreme difficulties in accessing essential goods and/or services. Considering the difficult operating climate of rural communities, provision of services and relevant support to most vulnerable, more often, is lacking or is of a poor quality, due to scarce resources and limited capacity of the local authorities. Human rights-based approach, including gender mainstreaming, is very rarely applied or taken into account.
  • Communities in the Transnistrian region face a special development context given the unclear political status of the region. In addition to that, the communities from the security zone are struggling with additional barriers, including different violation of human rights from Transnistrian authorities (eg. freedom of movement).


Key components of the programme:

Policy Advisory and Advocacy Component: Program will strengthen the capacity of the key ministries and partners (the Parliamentary Commission on Decentralization, State Chancellery, Ministry of Finance, Ministry of Labour, Social protection and family, Ministry of Construction and Regional Development among others) in elaborating policies, legislation & implementation mechanisms taking into account? human rights and gender equality dimensions to advance the administrative and fiscal decentralization reform that shall accelerate human rights and gender? responsive development at the regional and local level. Broad participation and engagement will be the core for the design and implementation of the reform.
Local Self-Governance and Participation Component: The capacity of the rayons and municipalities to plan, budget, implement, monitor and evaluate local development as well as to manage efficiently service delivery in the targeted areas, as well as the capacity to provide services will be assessed and strengthened through applying human rights and gender equality approach.. Capacities of Associations of Local Authorities will be enhanced to advocate for better decentralisation and local development policies.
Community Empowerment Component: The JILDP will encourage and facilitate active participation of community members, especially women, youth, elderly and disabled, as the primary recipients of all local development initiatives, in the local development processes and decision-making. The Joint Programme will support local communities to have better access to improved services.
Transnistria and Security zone Component: The JILDP will be expanded to the Transnistria Region and will work more thoroughly in the security zone. It will cover all 5 rayons of the region and the areas from the security zone which are based on the left bank of Nistru River but are under Moldovan Government control. 20 communities from the Transnitria region will be supported and 9 from the security zone.

The Programme will be implemented and will advocate for using Human Rights Based Approach (HRBA) and Gender equality mainstreaming (GE) which calls for greater participation, accountability, transparency and non-discrimination in all national and local development processes.

Under the guidance and direct supervision of the Joint Integrated Local Development Programme Coordinator and Assistant Resident Representative/Local&Regional Development Portfolio Manager the incumbent assists in the effective management of the project through a range of actions contributing to the design, planning, management and monitoring of project activities. The Programme Associate applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.?

Programme Associate works in close collaboration with the Programme, Operations, Communications and other project teams in the Country Office (CO) for effective achievement of results, anticipating and resolving complex project-related issues and information delivery.

The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

 

Duties and Responsibilities

Objectives: To provide financial management and administrative support to the Joint Integrated Local Development Programme according to the UNDP procedures.

Key Activities:

Administrative management

  • Pro-actively contribute to day-to-day JILDP implementation and ensure conformity to expected results and project work-plans;
  • Provide support to international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, accommodation, etc);
  • Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, time and attendance ? if appropriate, etc.) in accordance with accepted policies and procedures;
  • Prepare and issue contracts;
  • Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;?
  • Draft minutes of Project Board and other project related meetings;?
  • Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
  • Arrange external and internal meetings (including the meetings of the Project Board, Technical level, as well as other relevant meetings etc.).

Financial management

  • Prepare requests for advance of funds and/or direct payments;
  • Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions;
  • Prepare and submit expenditure and programme budget status reports;
  • Prepare proposals for budget revisions;
  • Respond to queries from the Government and UNDP with respect to financial aspects of the programme, liaise with UNDP-appointed and external auditors wherever required;
  • Prepare recurring reports as scheduled and special reports as required for budget preparations and audit;
  • Advise and assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
  • Assist the auditing performed by the JILDP project managers over the funds allocated to micro-development grants and projects. Ensure the compliance of allocated funds with the UNDP norms and regulations.?
  • Draft minutes/evidences on evaluations related with public acquisitions at community level, financed by UNDP/JILDP, and ensure full compliance with UNDP financial terms and conditions.
  • If necessary, travel for control and auditing purposes to JILDP field projects.?
  • Undertake other financial and administrative tasks on an ad hoc basis.

Procurement

  • In accordance with the Work Plan arrange for procurement of equipment, supplies and services;
  • Create and mange e-requisitions in ATLAS;
  • Prepare the procurement plans for the projects and monitoring of their implementation;
  • Prepare the submissions to the Contract, Asset and Procurement Committee (CAP);
  • Arrange for equipment maintenance and insurance as required;
  • Ensure that contractual processes follow the stipulated UNDP procedures;
  • Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
  • Maintain the equipment and spare inventory including verification and transfer when required.

Other duties as assigned.

a) Assume full responsibility for and manage effectively and efficiently financial, physical / material assets, etc) in order to meet expected results.
b) Apply UNDP programming tools utilization, and namely, introduce and control over the financial data in ATLAS
c) Support the JILDP management team in establishing a strategy for domestic mobilization of resources at both local and national levels and develop a revenue sharing formula to share resources among the various layers of administration

 

Competencies

Corporate Competencies:

  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Exerts strict adherence to corporate rules, regulations and procedures.  Familiarity with the internal control framework and results-based management tools is a must.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Knowledge Management and Learning

  • Shares knowledge and experience
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

  • Ability to perform a variety of specialized tasks related to Results-Based Management, including support to design, planning and implementation of programme, managing data, reporting.
  • Ability to provide input to business processes, re-engineering, implementation of new system, including new IT based systems.
  • Ability to establish and maintain contacts with senior-level officials of the host government required. 
  • Excellent interpersonal skills are essential part of the job.
  • Excellent planning and organizational skills.
  • Strong communication and inter-personal skills; including the ability to effectively communicate with persons from a variety of backgrounds.
  • Ability to achieve results and deadlines in a timely manner, maintaining a high standard throughout.

Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities

 

Required Skills and Experience

Education:

  • University Degree in economics, finance, accounting, law, public administration or other related field.

Experience:

  • At least four years of experience in administrative work, accounting/finance, economics, or other substantive area is required.
  • At least two years of previous experience in development assistance or related work for a donor organization, consulting company, or NGO is compulsory. Previous experience with UNDP is a very strong advantage.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

  • Fluency in both oral and written English and Romanian is a must.? Knowledge of Russian desired

 

Application Instructions

All interested candidates must complete a Personal History Form (P11). Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.

Note: This is re-advertising of the position. Candidates who already applied in earlier round need not apply again.

Application deadline: 12 January 2011