Background

The ESCO Moldova project, funded by the Global Environment Facility (GEF), has an implementation timeframe of 4 years with a budget of 1.3 million US$ allocated by the GEF and 7.615 million US$ allocated as co-financing by project partners.
The project objective is to create a functioning, sustainable and effective market of Energy Service Companies (ESCOs) in Moldova by converting existing energy service provider companies into ESCOs, as the basis for scaling up energy efficiency improvements and ultimately climate change mitigation efforts.
In brief, an ESCO is a company that provides integrated financial and technical solutions for achieving energy cost reductions (energy savings), and whose overall compensations are linked to the performance (Energy Performance Contract) of the implemented solutions.
The main barriers that the project is trying to address are related to energy efficiency project financing; the eagerness of existing Energy Service Providers to embark on the ESCO business model; institutional barriers at the local level; and EE awareness in the municipal sector.
The ESCO Moldova Project intends to eliminate/address these impediments through the following project outputs:

1. Green Urban Development Plan is adopted and emission reduction projects are financed and implemented in Chisinau
2. ESCOs are successfully investing in energy projects in the building sector using Energy Performance Contracting modality
3. A Financial Mechanism in form of a Loan Guarantee Fund, is set up and functional, providing financing to ESCOs
4. ESCO(s) are designing, financing and successfully implementing energy efficiency projects using EPC modality in at least one other city in Moldova outside of Chisinau

The main targets to be achieved by the end of the project are: a functional ESCO market with a functional LGF in place; ESCO companies created and consolidated; creation of new investments in EE measures that will lead to long term energy consumption savings and 20 EE projects implemented; better conditions in public and residential buildings and overall Chisinau will advance in its sustainable green development.

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);
• 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;
• Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, time 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 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.) workshops, conferences, trainings, study tours and related activities relevant to the implementation of the Project.

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, GEF 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;
• Assist the Project Manager in preparing the Annual Project Implementation Review for the GEF;
• 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 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.

Implementation support:

• Assist the Project Manager in identification and pre-selection of Energy Efficiency projects suggested to be realised through energy performance contracts;
• Provide support in the process of operationalizing the Loan Guarantee Fund Mechanism;
• In collaboration with Project Manager, support the Chisinau Municipality in preparing and issuing a Request for Qualification resulting in an ESCO shortlist, and Request for Proposals for energy efficiency projects implementation

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
• 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

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
• 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

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.