Background

In 2012 UNDP launched a programme “Improving the Quality of Moldovan Democracy through Electoral and Parliamentary Development” (referred to as the “Democracy Programme”). The programme has two large components: parliamentary support and electoral support. The electoral component of the programme provides multi-year institutional development support for the Central Electoral Commission of the Republic of Moldova. The programme originally had three areas of intervention: (1)  embed gender and human rights in its policy processes, (2) improve the institutional environment for electoral management body and (3) improve the voter registration process

During implementation of the first phase of Democracy Programme between 2012 and 2014 a number of new developments have taken place in the context of electoral administration and in the wider context of governance in the Republic of Moldova. To address these developments the Programme has been expanded to include a number of additional interventions (referred as Electoral Component, Phase II). Starting from 2014 the programme will support Center for Continuous Electoral Training established under auspices of CEC to train electoral administrators, to support electoral reform and implementation of political party finance legislation should it be implemented and to support development of key registers such as Official Address Register and others required for functioning of the State Register of Voters.

Duties and Responsibilities

Finance Assistant will work under guidance and direct supervision of the Component Manager and Electoral Specialist in order to ensure smooth running of the Democracy Programme/Elections office, provision of administrative services of the highest quality and standards to the project team, UNDP Country office, as well as national counterparts and clients. Office assistant will work in close collaboration and coordination with second Component Manager of the Programme (Phase II) and finance and procurement assistant. In addition, the Finance Assistant will assist Electoral Specialist, both Component Managers, and other project personnel in implementation of day-to-day activities, when needed.

The Finance 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 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.

Financial management:

• Ensure compliance with all corporate rules and regulations and donor requirements in the field of financial planning, expenditures tracking, reporting and auditing;
• Monitor Programme budget expenditures and maintain a proper record of approved programme/project budgets and their revisions;
• Prepare/clear requests for advance of funds and/or direct payments; ensure the payments are done in accordance with the Programme Work Plan and approved budgets;
• Prepare proposals for budget revisions based on inputs from other Programme personnel;
• Prepare and submit expenditure and programme budget status reports;
• Prepare periodical procurement and inventory reports;
• Prepare recurring reports as scheduled and special reports as required for budget preparations and audit;
• 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;
• Monito the cost-recovery charges;
• Perform necessary checks of the financial reports submitted by sub-contracted project implementers;
• 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
• Calculate and process travel-related entitlements and payments ensuring compliance with UNDP travel policies and procedures;
• Create and manage e-requisitions in ATLAS;
• Creates vouchers in ATLAS, if delegated by the Country Office;
• Support the procurement processes by contribution to development of requirements and ToRs for goods and services, involvement in the proposals’ evaluations and contacts’ negotiation and issuance;  
• Coordinate the use of Long Term Agreements.

Administrative management:

• Provide support to international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, accommodation, etc);
• Assist the Programme management in recruitment processes and performance management;
• Draft TORs and coordinate contracting of support personnel (translators, cleaners etc.);
• Administer processes on human resources management, including maintenance of attendance records for all programme personnel, initiation of contracts’ extension, monitoring of and reporting on payroll expenses;
• Assist other project personnel in all administrative-related matters, such as logistics support to different events organized by the project, drafting and translation of the minutes for these events and, coordination of field visits and international missions to the project;  
• Provide assistance to other programme administrative personnel in logistic arrangements for programme events and meetings, when required;
• Draft and translate relevant correspondence;
• Prepare periodical reports on logistical arrangements and expenses.

Other duties:

• Keep abreast of UNDP rules and regulations in the area of responsibility and maintain an optimum level of knowledge by continuous learning;
• Provide inputs for elaboration of proposals and implementation of cost saving and reduction strategies in consultation with Programme management.

The key results have an impact on the overall successful implementation and achievement of the objectives of the Programme. The information provided facilitates decision-making of the Project Board and UNDP management.

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.
• 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.

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.

Job Knowledge

• Understands the main processes and methods of work related to the position (financial resources management).
• Possesses basic knowledge of organizational policies and procedures related to the financial resources management and applies them consistently in work tasks.
• 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.

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.
• Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment.
• 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.
• Strong and inter-personal skills; including the ability to effectively communicate with persons from a variety of backgrounds.
• 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.
• Excellent planning and organizational skills.
• Ability to achieve results and deadlines in a timely manner, maintaining a high standard throughout.

Self-Management

• Acts as a team player and facilitates team work.
• 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 four years of experience in administrative work, accounting/finance, economics, or other relevant 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 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 Romanian is required.  
• 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.