Background
The Project aims at improving data collection, production, dissemination and use of statistical information with particular attention to national needs and official statistics overall conformity with international standards. Within the context of the Project, UNDP is to strengthen local capacities, in particular capacities of the National Bureau of Statistics, to improve the quality of available information and enhance the statistical data use for official monitoring and evaluation of strategic (national and sectorial) documents’ implementation, as well as alternative analysis of state policies in different fields.
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, management and monitoring of project activities. The Project 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 Project Assistant 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 project 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, hotel reservations, etc);
- Maintain records on all project personnel/national consultants and their respective status (evaluation forms, contracts, ToRs, time and attendance – as 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 project activities;
- Draft minutes of Project Board and other project related meetings;
- Provide ad-hoc translation of short documents when need arises;
- 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.).
- 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 project budget status reports;
- Respond to queries from the Government and UNDP with respect to financial aspects of the project, 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;
- Undertake other financial and administrative tasks on an ad hoc basis.
- In accordance with the Work Plan arrange for procurement of equipment, supplies and services;
- Create and mange e-requisitions in ATLAS;
- 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 project sites;
- Maintain an equipment and spare inventory including verification and transfer when 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
Knowledge Management and Learning
- Shares knowledge and experience
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
- 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
- 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 four 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 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
- Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.
This is a local position, therefore only citizens of the Republic of Moldova 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.