Background

The project is funded by the European Union and administered by UNDP with the overall objective to support trade facilitation in the region of Palanca with the creation of a jointly operated border crossing point (JOBCP) at Palanca, on the territory of Republic of Moldova, which meets all EU standards and principles of a JOBCP, and can contribute to the economic stabilization and sustainable development of the region. The project will also contribute to a wider objective, namely "safer and more open borders" between Ukraine and Moldova. The expected long-term impact is to contribute to the strengthening of good neighborly relations, as well as to the facilitation of trade and migration flows between two countries.

The construction and equipping of the JOBCP Palanca will contribute to the acceleration of the cross-border traffic flow due to simplified border crossing procedures, unification of activities and by avoiding duplication of functions, with using the hand-to-hand and one-stop-shop principle at BCP. It will enhance cooperation among the two countries’ agencies responsible for border control - border guard and customs agencies and other relevant authorities, such as veterinary and phyto - sanitary agencies, will raise the level of trust and will lead to a higher level of efficiency in trade facilitation and combating cross-border crime.  The JOBCP will allow establishing a more rapid and securing exchange of information on persons, vehicles and goods, and will reduce the corruption risks. It will strengthen combating cross border crime, will reduce administrative costs due to the abolishment of the BCPs Mayaki and Udobne in Ukraine, and will facilitate the free movement of persons and will enhance the control over the migration flows.    

Duties and Responsibilities

Under the guidance and direct supervision of the Project Manager and in close coordination with the National Project Coordinator (Customs Service of the Republic of Moldova), the incumbent provides administrative and procurement services of the highest quality and standards to the project team, UNDP Country office, as well as national counterparts and clients. Project    Associate will work in close collaboration and coordination with CO Programme Associate and other administrative project personnel.

In addition, the Project Associate will assist the Project Manager and other project staff in implementation of day-to-day activities, when needed.

The Project Associate 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.

Procurement:

• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
• In accordance with the Programme Work Plan support the procurement of equipment, supplies and services ensuring full compliance with UNDP rules and procedures;
• Draft yearly Programme procurement plan and periodical procurement reports based on inputs from Component Managers;
• 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;
• Draw up and maintain evidence and monitoring of awards and contracts with project implementing partners, consulting organizations, contractors, etc.;
• Maintain records on national consultants and their respective status (contracts, ToRs, and attendance – if appropriate, etc.) in accordance with corporate  policies and procedures;
• Monitor supplier’s performance with respect to the quality and timely delivery of goods and services;
• 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.

Administrative management:

• Assume responsibility for administrative matters of a more general nature, such as maintaining and regularly updating the project’s database, registry and maintenance of project files and records;
• Make pertinent logistical arrangements for different events organized by the programme, assist with drafting and translation of the minutes for these events and, coordination of field visits and international missions to the project;
• Draft and translate correspondence and other programme documents (minutes of Project Board, technical meetings, and other);  
• Interpret during programme meetings/events;
• Prepare timely inputs to programme reports in the area of responsibility;
• Provide general efficient receptionist and information services;
• Provide other administrative support when required by programme management.

Financial assistance:

• Assist in preparation of requests for direct payment;
• Verify vendor’s information and set up vendors in Atlas, if delegated by Country Office;

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 Project 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 (procurement and administrative management).
• Possesses basic knowledge of organizational policies and procedures related to the procurement and administrative 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 establish and maintain contacts with senior-level officials of the host government required.
• 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.
• Strong inter-personal skills; including the ability to effectively communicate with persons from a variety of backgrounds.
• 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 6(six) years of experience in administrative work, procurement, 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 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 oral and written English, Romanian and Russian is required.
• Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or 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.