Background

The Government of Moldova explicitly acknowledges that decentralization represents an essential item on the reform agenda of the country. The goal is to provide quality services to women and men equitably - including the rights of persons from vulnerable groups - through building autonomous and democratic local governments, able to manage efficiently their responsibilities. Thus, on April 5, 2012 the Parliament of the Republic of Moldova adopted the National Decentralization Strategy that represents the main policy document in the field of local public administration and establishes the national mechanisms in the field of decentralization to ensure genuine local autonomy.

During the implementation of the Strategy in 2012-2015, the Government aims to achieve the following objectives:
A functional system of allocation of competences between Central and Local Government correlated to local governments’ resources, and capacity to provide quality public services
A system of local public finance that would ensure local governments’ fiscal autonomy and maximize efficiency and equity in resource allocation
Full and effective public property management and local economic development
Increasing  local governments’ administrative capacity and reduce their fragmentation
Creation of an institutional and legal system to ensure local governments’ transparent decision-making and functional autonomy.

Prior to Strategy’s approval, the Government has benefited from the support provided by the Joint Integrated Local Development Programme (JILDP) implemented by UNDP and UN Women and funded by the Government of Sweden and UNDP. Given the stringent need to further advance with the implementation of the Decentralization Strategy, and building on the successful cooperation with the Joint Integrated Local Development Programme, the State Chancellery together with United Nations have designed a new Programme phase of the Joint Integrated Local Development Programme to support the implementation of the Decentralization Strategy at policy and local levels.

The Overall Objective of the Programme is to support better and equitable service provision and sustainable local development, facilitated by the improved legal and institutional framework resulting from the implementation of the National Decentralization Strategy. The Immediate Objectives of the Programme are:
- To support the Government in improving the policy and legal framework as mandated by the National Decentralization Strategy to ensure local autonomy, availability of resources, and more effective local management for better and equitable service provision.
- To improve the capacity of LPAs to deliver efficient, equitable and accessible local public services, to facilitate sustainable development and foster social inclusion.

Duties and Responsibilities

Under the guidance and direct supervision of the JILDP Project Manager and in close Cooperation with Senior Project Officer the incumbent assists in the effective management of the project through a range of actions contributing to the design, planning, management and monitoring of project activities. 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. 

Project Associate 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 resolving complex 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;
• Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
• Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
• Provide support to international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, accommodation, etc);
• Coordinate other support staff (Office Assistant, Driver), translators, and support short-term consultants.
• Prepare and issue contracts;
• 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.).

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 institution, donor 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;
• 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;
• Assist the auditing performed by the project managers over the funds allocated to project. Ensure the compliance of allocated funds with the UNDP norms and regulations.
• If necessary, travel for control and auditing purposes to the project.
• 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;
• Prepare the procurement plans for the projects and monitoring of their implementation;
• Prepare the submissions to the Contract, Asset and Procurement Committee (CAP);
• 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 the equipment and spare inventory including verification and transfer when required.

Other duties as assigned:

a) Assume full responsibility for and manage effectively and efficiently financial, physical / material assets, etc. in order to meet expected results. 
b) Apply UNDP programming tools utilization, and namely, introduce and control over the financial data in ATLAS
c)  Support the JILDP management team in establishing a strategy for domestic mobilization of resources at both local and national levels and develop a revenue sharing formula to share resources among the various layers of administration

Impact of Results:
The key results have a direct impact on the overall successful achievement of the JILDP programme.  Accurate analysis and presentation of information enhances UNDP’s position as a strong development partner.  The information provided facilitates decision-making of the Programme Steering Committee and UNDP 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 and helps drafting proposals

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
• Encourages the learning of others

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).
• Identifies new and better approaches to work processes and incorporates same in own work
• 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

• Documents ‘best practices’ in organizational change and development within and outside the UN system
• 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
• Provides inputs to the development of simple system components
• 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
• Establishes and maintains contacts with senior-level officials of the host government.
• 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 five 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, or previous experience with UNDP 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 of 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. Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.

Please note that only applicants who are short-listed will be contacted.