Background

Improving the quality of Moldovan democracy through parliamentary and electoral support Programme (Democracy Programme) aims to strengthen the institutional capacity of the Parliament and Central Electoral Commission, improving their main functions and entrenching gender and human rights considerations in formal political process. In particular, the Programme will improve the legislative, oversight and representation functions of the Parliament, provide a solid basis for the improvement of the electoral process and supporting, when necessary, an inclusive process of constitutional reform. The Programme will assist the Parliament to increase the participation of civil society and citizens in policy making and oversight processes. It will also build the capacities of Members of Parliament in budget understanding, development and monitoring of its implementation. At the Central Electoral Commission, the Programme will support the further development of an enabling environment for the delivery of modern and inclusive electoral services.

The Programme activities will be implemented in close coordination and cooperation with the on-going UN Women programme “Enhancing Women’s Political Representation through improved capacity and enhanced support in Moldova” (Women in Politics) aiming at ensuring an increased participation of women in politics and in the decision-making process by creating an environment conducive to their meaningful participation.

Duties and Responsibilities

Under the guidance and direct supervision of the Programme Manager the incumbent assists the project team, UNDP Country office, as well as national counterparts and clients in the effective and efficient implementation of the Democracy Programme, through provision of administrative services of the highest quality and standards. The Programme Assistant applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

The incumbent will provide assistance to the Parliament and Electoral Specialists and Senior Project Officers in implementation of day-to-day activities, working in close collaboration and coordination with Programme Procurement and Finance Assistants. The incumbent will also work in collaboration with the Programme, Operations, Communications and other project teams in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex programme/project-related issues and information delivery. The Programme Assistant 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.

Administrative management

• Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;

• Pro-actively contribute to day-to-day programme 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 programme results (communication, contracts, agenda, visas, hotel reservations, 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;

• Assist programme management in assessing proposals and preparing documentation for approval, organizing partner workshops and capacity building events;

• Prepare and issue draft contracts;

• Draft minutes of Programme Board and other programme related meetings;

• Maintain programme correspondence incl. receive, screen and distribute correspondence and attach necessary background information and prepare routine correspondence and memoranda for supervisor’ signature, as well as drafting the correspondence when needed;

• Arrange external and internal meetings (including the meetings of the Programme Board, Technical level, as well as other relevant meetings etc.);

• •Maintain updated networks of project counterparts, contractors, consultants and suppliers;

• Provide translation into English or Romanian at the request of supervisors.

   

  Financial management

• Advise and assist international and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;

• 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;

• •Process in ATLAS the transactions in line with the Internal Control Framework;

• 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 an equipment and spare inventory including verification and transfer when required.

Other duties as assigned.

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

Functional Competencies:

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

• Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment
• Ability to establish and maintain contacts with senior-level officials of the host government required. Excellent interpersonal skills are essential part of the job.
• Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents.

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.At least five years of experience in administrative work, accounting/finance, economics, or other substantive area is required.

Experience:

• Previous experience in development assistance or related work for a donor organization, consulting company, or NGO 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 web-based management systems.

Language Requirements:

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

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.
Applications should be submitted on line and include fully completed Personal History Form (P11) as attachment instead of CV/resume.
Please note that only applicants who are short-listed will be contacted.