Jobs - 49120- Project Assistant - UNODC/OFID project: Partnershi

Project Assistant - UNODC/OFID project: Partnership on Effective HIV/AIDS Prevention and Care among Vulnerable Groups in Central Asia and Eastern Europe - Phase II

Location :

Chisinau, MOLDOVA

Type of Contract :

Service Contract

Starting Date :

25-Sep-2014

Application Deadline :

08-Sep-14 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

till 31 December 2014, with possibility of extension

Languages Required :

English Russian

Expected Duration of Assignment :

till 31 December 2015

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UNODC has specific mandates to assist countries to provide injecting drug users, prisoners with evidence-informed, comprehensive HIV prevention, treatment and care services through advocacy; support in developing effective legislation and policies; support in developing comprehensive evidence-based strategies and programs; building capacity of national stakeholders including government agencies, civil society and community organizations to ensure optimum coverage of these population groups with HIV services.

Since 2011 UNODC has been implementing technical cooperation project in Moldova that addresses programmatic aspects and capacity building needs with the ultimate aim to improve availability, coverage and quality of HIV services for injecting drug users and prisoners. The position is located in the UNODC project office in Chisinau.

Duties and Responsibilities

Under the overall guidance supervision of the Regional HIV/AIDS Advisor and the direct National HIV/AIDS Officer in Moldova the incumbent assists in the effective and efficient management of the project operations in Moldova through a range of actions contributing to the design, planning, and 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 project team 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. The focus of the job is to provide administrative and organizational support to the implementation of the UNODC regional project “Partnership on Effective HIV/AIDS Prevention and Care among Vulnerable Groups in Central Asia and Eastern Europe - Phase II” in Moldova.

General Responsibilities:
•   Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans
•   Liaison with UNDP Operations Center on a variety of the operations related issues: finance, procurement, administration, IT and HR
•   Support in maintaining updated database of project counterparts, contractors, grantees, consultants, suppliers, collect relevant information on best services and expertise providers
•   Draft project related correspondence, proofreading, short translations
•   Preparation of payment requests, reports in line with UNODC/UNDP requirements

Administrative Functions:
•   Arrangement of project activities (meetings, round tables, conferences, other public activities)
•   Provision of full logistical and travel support for the high-level events, seminars, workshops, other
•   Arrangement of travel/visa support for UN officials/staff, consultants, partners in accordance with UN rules and procedures
•   Preparation of routine correspondence, faxes, memoranda, short translations, proofreading, invitations, minutes
•   Provide support for development and documentation of project documents, including drafting TOR, progress reports
•   Preparation of records on assets management in line with respective rules and procedures
•   Maintenance of files and records
•   Performance of other secretarial/assistant/reception functions on request
•   Draft press releases and update UN/UNODC webpage with agency related news

Financial Responsibilities:
•   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 and submit expenditure and project budget status reports;
•   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 and HR Functions:
•   Ensure full compliance of procurement activities with rules, regulations, policies and strategies including implementation of the effective internal control. Communicate with Kiev/HQ offices to ensure that procurement procedures are in accordance with UNODC/UNDP rules;
•   Provide support in preparation and update of the procurement plan
•   Collection and preparation of documents for contract issuance and payments
•   Assist in process of procurement and delivery of project goods and services (RFQs, RFPs, ICs, etc.), preliminary evaluation of quotations, bids or proposals
•   Assist with recruitment of personnel. Collect documentation for recruitment and contract extension
•   Assists in developing and implementing a sourcing strategy in order to actively search for and identify the most suitable and qualified project personnel and consultants
•   Maintain stationery and office supplies, order and arrange purchasing stationery, purchase equipment when needed
•   Arrange for equipment maintenance, insurance as required and register in the system
•   Maintain an equipment and spare inventory including verification and transfer when required

Competencies

Professionalism:

Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting.

Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units.

Ability to work well with figures, undertake basic research and gather information from standard sources.

Demonstrated ability to apply good judgment in the context of assignments given.

Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication:

Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Teamwork:

Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing:

Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability:

Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Creativity:

Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Client Orientation:

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Commitment to Continuous Learning:

Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Technological Awareness:

Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Required Skills and Experience

Education:

University Degree in economics, finance, accounting, law, social studies, public administration or other related field.

Experience:

At least two 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 advanced 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 an advantage.
Knowledge of one or more minority languages relevant for Moldova, including Romani, Gagauzian, Bulgarian, Ukrainian and sign language, is 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.