Background

UNDP jointly with UN Women and in a partnership with the East Europe Foundation (EEF) and the Center for Participatory Development (CPD) started a 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, and providing support to capacity development of women before, during and after the elections at the central and local levels. It will also seek to promote increased public awareness of women’s contribution to political leadership. The proposed programme will support the realization of women’s rights and commitments undertaken by the Government of Moldova.  

The programme purpose is to support gender equality advocates in creating a favorable environment for advancing women’s right to participate in decision making at national and local levels by influencing legal frameworks and policies to increase women’s leadership and political participation.

The programme consists of two inter-related components, and each UN Agency is responsible for the implementation of activities under particular areas of intervention. UN Women will be responsible for the overall programme implementation, and will be leading the specific parts related to the election legislation review and high level advocacy for Temporary Special Measures (TSM), media capacity development, capacity of CSOs and women candidates, work with the communities and women on identifying their needs, among others. UNDP’s area of responsibility is related to the electoral assistance and administration, parliamentary affairs and capacity building of elected women and  builds further on the results achieved through the previous and on-going support to the institutional capacity development of the Parliament and the Central Elections Commission (CEC) with a focus on enhancing capacities of the Election Management Bodies on gender responsive electoral management and on strengthening capacities of elected women parliamentarians and councilors for performing the elected official’s duties.

The Programme will be managed as a Joint Programme (UN Women and UNDP) on the basis of the UN Moldova Multi-Donor Trust Fund (MDTF). The activities will be implemented in close coordination and cooperation with the on-going UNDP Democracy Programme (2012 – 2016).

Duties and Responsibilities

Under the overall guidance of the Programme Manager and the direct supervision of the respective Component Manager, the incumbent assists in effective and efficient implementation of programme activities through a range of actions contributing for the implementation of UN Women/UNDP programme related components. 

The Project Associate works in close collaboration with all members of the Women in Politics Programme Team as well as UNDP and UN Women country offices’ Programme, Operations and Communications teams 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 UN Women/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 programme 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 programme results (communication, contracts, agenda, visas, hotel reservations, etc.);
• Provide support for development and documentation of programme documents, including drafting TOR, progress reports, etc.;
• Maintain records on all programme personnel/national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures; 
• 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;
• Assist programme management in assessing proposals and preparing documentation for approval, organizing partner workshops and capacity building events and accompanying programme staff on monitoring visits;
• Arrange external and internal meetings as per request of the Programme management (including the meetings of the Programme Steering Committee (PSC), Technical level, as well as other relevant meetings etc.), workshops and field visits;
• Prepare and issue contracts; 
• Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
• Draft minutes of programme related meetings; 
• Maintain updated networks of project counterparts, contractors, consultants and suppliers;  
• 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 as required;
• Provide translation into English or Romanian at the request of supervisors.
  

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 the beneficiary, donors, UN Women, UNDP with respect to financial aspects of the programme, liaise with UN Women/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.
  

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/UN Women 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

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.
  

Promoting Organizational Learning and Knowledge Sharing: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things.
• Identifies and communicates opportunities to promote learning and knowledge sharing.
  

Job Knowledge/Technical Expertise: Fundamental knowledge of processes, methods and procedures

• 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.
  

Promoting Organizational Change and Development: Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems: Data gathering and implementation of management systems

• Uses information/databases/other management systems.
• Makes recommendations related to work procedures and implementation of management systems.
  

Client Orientation: Maintains effective client relationships

• 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.
  

Promoting Accountability and Results-Based Management:  Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases
  

Core Competencies:

• 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.
  

Experience: 

• 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. 
• 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.