Background

The Moldova Energy and Biomass Project, funded by the European Union and UNDP, and implemented by UNDP aims to contribute to a more secure, competitive and sustainable energy production in the Republic of Moldova through targeted support to the most viable and readily available local source of renewable energy, namely biomass from agricultural wastes.

The project purpose is to increase the use of renewable energy technology significantly through fuel switching and energy efficiency. It primarily focuses on improving heating comfort levels in rural public sector buildings including schools and community centers by using biomass from agricultural wastes. The project also stimulates local markets for improved household heating; industrial cogeneration, and biomass-based briquetting, as well as raise local capacity in the biomass sector, and promote the benefits of biomass energy and the project.

After 3 years of project implementation, the project is being extended until end 2017. The main objective of the project extension is to scale up the successful activities and extend them to so far not covered or underrepresented regions, specifically Transnistria, Gagauzia and Taraclia, and to support the further consolidation of the Biomass market.

The project consists of four inter-related components as follows:
Output 1. Municipal biomass heating and fuel supply markets established
This component will aim at installing at least 80 additional biomass-based municipal heating systems in Moldova, with focus on Transnistria, ATU Gagauzia, Taraclia district and small towns. The focus will be on the further development of the domestic biomass fuel market. Integrated renewable energy and energy efficiency solutions will be piloted.

Output 2. Foundations laid for establishment of efficient household heating, industrial cogeneration and biomass briquetting markets
At least 125 households and/or small business will be supported to procure modern and efficient biomass boilers under preferential conditions. Technical and financial support will be provided for the creation of 7 new PPPs throughout the country to foster PPPs for establishing biomass-based heating services and efficient operation and maintenance of the systems.

Output 3. Capacity built for growth of biomass markets at regional and local levels
The capacity development activities will continue to be a key element of the component being tailor-made and extended to Transnistria, Gagauzia and Taraclia district, as well as small towns. Vocational education and training (VET) sector will be addressed in view of a consolidated effort to equip the Moldovan labor force in support of the emerging markets. The school education activities on renewable energy and energy efficiency will be extended to small towns from Moldova, Taraclia district, Gagauzia and wherever feasible in Transnistria).

Output 4. The opportunities and benefits of biomass energy for Moldova are well known, visibility of project results is promoted
Wide-spread awareness raising activity on the opportunities and benefits of biomass energy will be further facilitated, with a specific focus on increasing the uptake of renewable energy technologies in ATU Gagauzia and Taraclia district, and Transnistria Region, and visibility of the partnership and impact of the action will be effectively promoted.

Duties and Responsibilities

Under the guidance and direct supervision of the Project 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 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 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.

Administrative management

• Pro-actively contribute to day-to-day MEBP implementation and ensure conformity to expected results and project work-plans and ensuring the administration of project inputs in accordance with EU and UNDP regulations;
• 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, 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.).
• Ensure compliance with corporate human resources policies and strategies under EU and UNDP HR procedures;
• Assist the Project Manager in recruitment processes and performance management and in ensures practical and effective work arrangements;
• Prepare periodical reports on logistical arrangements and expenses;

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;
• Ensure compliance with all corporate rules and regulations of EU and UNDP in the field of financial planning, expenditures tracking, reporting and auditing; produce relevant operational and financial reports according to the rules and procedures of EU and UNDP;
• 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;
• Perform necessary checks of the financial reports submitted by sub-contracted project implementers;
• Assist the auditing performed by the project manager over the funds allocated to project. 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/MEBP, and ensure full compliance with UNDP financial terms and conditions.
• Provide technical assistance to project beneficiaries and when necessary, travel for control and monitoring purposes to MEBP field projects.
• If necessary, travel for control and auditing purposes to the project.
• Create and mange e-requisitions in ATLAS;
• Undertake other financial and administrative tasks on an ad hoc basis.
• Coordination of other support staff, project experts and translators
• Administer recruitment of local support staff for the project;
• Prepare TORs and issue contracts for support personnel to be hired: translators, other consultants;
• Lead, coordinate work of, and evaluate the project’s support staff (office assistant, drivers, clerk);
• Maintain records on all project personnel/national and international consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
• Follows up on staff attendance (prepares monthly leave reports, attendance record cards) and passes information to the Mission Administrative Officer for further processing.
• Assume full responsibility for and manage effectively and efficiently financial, physical / material assets, etc. in order to meet expected results.  

• Apply UNDP programming tools utilization, and namely, introduce and control over the financial data in ATLAS.
• Other duties as asigned.

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

• 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.
• Strong communication and inter-personal skills; including the ability to effectively communicate with persons from a variety of backgrounds.
• Excellent planning and organizational skills.
• 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 six years of experience in administrative work, accounting/finance, economics, or other substantive area is required.
• Previous experience in development assistance or related work for a donor organization, consulting company, or NGO, or previous experience with UNDP/EU in the implementation of international, preferably large scale, projects, 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 is desired. Working knowledge of one or more additional languages relevant for Moldova, including, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

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.