Background
The overall objective of the project is to support the Government to implement its wider reform agenda, the Government Activity Programme and the National Development Strategy Moldova 2020, and in particular to assist the Government to develop the capacities required for the preparation, negotiation and implementation of the Association Agreement, including the Deep and Comprehensive Free Trade Area, and visa liberalization.The specific objectives are to: Strengthen the policy-making, strategic planning and policy management capacities of selected line Ministries and State Agencies involved in the negotiation and implementation of the Association Agreement and visa liberalization; Enhance stakeholders’ knowledge and awareness of EU policies, legislation and regulations in sectors strategic to the conclusion of the Association Agreement including the Deep and Comprehensive Free Trade Area, and to the implementation of visa liberalization. The EUHLPAM will achieve these objectives through the continued delivery of an optimal mix of policy, legal and institutional advice. The EUHLPAM will ensure that the Moldovan authorities have direct access to EU best practice and reform experience in order to strengthen policy design and implementation.
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 will support administratively a large and complex team of international and national advisors, as well as the Project Manager in exercising their functions.
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, 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 the regular project meetings, 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.);
- Update the EUHLPAM project web site; arrange for and assist in visibility activities.
- 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 the EU Delegation 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;
- 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;
- Process in ATLAS the transactions in line with the Internal Control Framework;
- 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.
- Undertake other procurement tasks as assigned
Competencies
Functional Competencies:Results-Based Programme Development and Management: Contributing to results through provision of information
- Provides information and documentation on specific stages of projects/programme implementation
- Provides background information to identify opportunities for project development and helps drafting proposals
- Researches best practices and poses new, more effective ways of doing things
- Identifies and communicates opportunities to promote learning and knowledge sharing
- Understands the main processes and methods of work regarding to the position
- Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (broad range of specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
- Demonstrates ability to identify problems and proposes solutions
- Uses information/databases/other management systems
- Makes recommendations related to work procedures and implementation of management systems
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Responds to client needs promptly
- Gathers and disseminates information on best practice in accountability and results-based management systems
- Prepares timely inputs to reports
- Maintains databases
- 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.
- Exerts strict adherence to corporate rules, regulations and procedures.
- Self-development, demonstrates openness to change and ability to manage complexities
- Initiative-taking. Consistently approaches work with energy and a positive, constructive attitude
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control. Remains calm, in control and good humored even under pressure
- Managing conflict
- Informed and transparent decision making
Required Skills and Experience
Education:- University Degree in economics, finance, accounting, law, public administration or other related field.
- At least four years of experience, preferably 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 of web based management systems.
- Fluency in both oral and written English and Romanian.
- 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 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.