Background

Over the last decade or so, the Republic of Moldova has made significant positive progress towards poverty alleviation. However, the progress is far from uniform, with growing disparities between rural and urban settlements. Recent developments indicate that the country will be meeting some of its MDG commitments, particularly in terms of poverty reduction, while will have to make additional efforts for meeting its targets in other areas, in particular health, environment, among others.
The Government of the Republic of Moldova, under its Moldova 2020 Strategy, committed to further promote economic development, support infrastructure improvements, support education sector, and improve access to finance, among others.
Under the current UNPF  (2013-2017), the United Nations committed to support the Government and people of the Republic of Moldova in the set priority areas, also pillars of the partnership framework: (a) Democratic Governance, Justice, Equality and Human Rights; (b) Human Development and Social Inclusion and (c) Environment, Climate Change and Disaster Risk Management. Support is directed towards tackling major development challenges currently affecting the development of the country. However, how to prioritize such challenges? How to address such challenges in an effective and efficient manner, given the existing developmental constraints? What innovative policy and programmatic responses are there available to generate new sustainable jobs, promote employability and entrepreneurship, re-channel remittances towards productive sectors?
To provide evidence-based answers to the above and pilot interventions addressing sustainable human development and inclusive growth, UNDP Moldova established a dedicated Projects Implementing Unit that focuses on: (a) policy analysis, (b) implementation of various joint interventions that would promote entrepreneurship and employability at local level, and (c) promotion of innovations throughout joint interventions for poverty reduction and inclusive growth.
The Implementing Unit is structured on three interlinked components, i.e. policy analysis, employability and innovative entrepreneurship. Each component will be having specific interventions and sub-components that may be activated or deactivated depending on the corporate decision and needs of the national counterpart(s).

Duties and Responsibilities

Under the guidance and direct supervision of the Project Manager, the incumbent assists in the effective and efficient financial management of the projects under PIU through a range of actions contributing to the design, planning, management and monitoring of project activities, mainly financial part of the activities. The Procurement 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 Procurement Assistant works in close collaboration with the Finance, Operations, Programme, 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.

Procurement:

• In accordance with the PIU Work Plans support the procurement of equipment, supplies and services ensuring full compliance with UNDP rules and procedures;
• Draft yearly PIU procurement plans and periodical procurement reports based on inputs from Project Officer and PIU Manager;
• Organize procurement processes, including preparation and conduct of RFQs, ITBs or RFPs, development of bidding documents, receipt of quotations, bids or proposals, their evaluation, negotiation of conditions of contracts, in full compliance with UNDP rules and regulations;
• Organize procurement processes with respect to individual consultancy services (ICs, RLAs), coordinate receipt of applications and financial proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Prepare the submissions to the Contract, Asset and Procurement Committee (CAP);
• Draft contracts for goods and services for management approval, and follow up on the execution of such contracts;
• Maintain records on national consultants and their respective status (contracts, ToRs, and attendance – if appropriate, etc.) in accordance with corporate  policies and procedures;
• Create and manage e-requisitions in ATLAS;
• Arrange for equipment maintenance and insurance as required, manage office stationary supplies;
• Maintain an assets and spare inventory including verification and transfer when required and provide inputs for corporate reporting on assets and inventory.

Other duties:

• Maintain records on all project personnel/national consultants and their respective status (contracts,  time and attendance – if appropriate, payments, etc.) in accordance with accepted policies and procedures;
• Provide assistance for administrative matters of a more general nature, such as registry and maintenance of project procurement files and records;
• Support in arrangements of external and internal meetings (including the meetings of the Project Board, Technical level, as well as other relevant meetings etc.);
• Assist other PIU personnel in all administrative-related matters, such as logistics support to different events organized by the project; assist PIU, when needed, in issuance of requests for direct payment;
• Keep abreast of UNDP rules and regulations in the area of responsibility and maintain an optimum level of knowledge by continuous learning;
• Provide other support when required by PIU management.

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 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 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.