Background

Duties and Responsibilities

Under the guidance and direct supervision of the Project Manager the incumbent assists in the effective and efficient management of the project through a range of actions contributing to the design, planning, and management and monitoring of project activities. The Project Associate applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

Project Associate provides support to the Project Manager in administrative and financial matters to ensure effective and efficient implementation of the mentioned three large and complex interventions that include complex procurement of goods and services.

The Project 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 contributing to resolving complex programme/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.

Administrative management

• Pro-actively contribute to day-to-day projects implementation and ensure conformity to expected results and project work-plans;

• Provide support to national and international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc);

• Maintain records on all project personnel and their respective status (contracts, ToRs, time and attendance) in accordance with accepted policies and procedures;

• Prepare and issue contracts;

• Make arrangements for project related travel (booking hotels, tickets, contracting interpreters issuing and processing the Travel Authorizations);

• Make pertinent logistical arrangements for the prompt and effective implementation of learning activities (training and study visits), as well as of Conferences, Workshops, Round-tables, etc.;

• Draft minutes of the Project Board and other projects 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) and coordinate, as applicable, short-term logistical support staff.

   

  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 proposals for budget revisions;

• Prepare and submit expenditure and programme budget status reports;

• Respond to queries from 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 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

• On the basis of the project Work Plan develop the project procurement Plan and closely monitor its implementation;

• In accordance with the project Work Plan arrange for procurement of equipment, supplies and services;

• Create and mange

• 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.

  Perform other relevant duties as required.

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, law, public administration or other related field.

Experience:

• five years of professional experience, including administrative work, accounting/finance, procurement, or other substantive work.

• Experience of work with an international organization, donor organization, consulting company, or NGO is a definite advantage.

• Previous experience of work with the UNDP is a 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

UN values requirements: Adheres to the core values of the United Nations; in particular, is respectful of differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status.

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.