Project Associate

UNDP Careers

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Governments and public administrations should have sufficient capacities to develop and implement effective policies that promote sustainable human development opportunities for everyone. A capable public administration is critically important in the current conditions of a series of global crisis which has affected economies, prices and costs of living, inequalities, and social cohesion. In such environments policy-making processes and a public administration capable of and willing to develop effective policies, with limited resources, become imperative. Public policies should ensure that governance is strengthened, quality public services are provided, human rights protected, economic opportunities created, and poverty and inequality reduced.

The modernization of the public administration is noted aa key institutional priority, addressing legal and policy gaps with an expectation to develop a credible and transparent system of capacity building and which ensures a merit-based recruitment and promotions, and which offers equal opportunities to all citizens. The civil service continues to face challenges in attracting or retaining quality staff, mainly due to rather low salaries, and the lack of incentives for higher performance.

While capacity developed in based on a premise of longer-term investment, at critical development points rapid interventions, focused on technical inputs to address pressing needs, contribute to progress and achievement of goals, to meet internal and external commitments.

This project will provide support to central institutions building on UNDP’s experience and lessons learned from previous capacity development interventions which contributed to improved service delivery and achievement of strategic goals. The overall objective of the project is to improve institutional capacities in planning, implementation, and administration, for effective, efficient and gender-responsive governance, which responds to government’s short and medium-term needs.

The demand-driven aspect will ensure that critical needs, as identified by institutions, are addressed quickly, contributing to improved institutional performance and implementation capacities, with the primary aim to achieve short to mid-term goals.

Scope of Work

Under the direct supervision of the Project Manager, the Project Associate will execute duties and responsibilities outlined below:

Support project implementation

 Coordinating the administrative and operational elements of the project staff and office work;

 Support project implementation by administering and executing assigned processes and transactions.

 Review requests /transactions for compliance with plans, rules and processes and allocations; processing requests, researching information; identification and proposal of course of action for decision;

 Ensure efficient exchange of information between the UNDP Kosovo office and project team.

 Preparation for audit of project and implementation of audit recommendation.

 Undertake project visits, monitor activities and ensure compliance with UNDP rules and procedures

 Draft letters and assist with preparation of all types of agreements for the project

Support to project financial monitoring and management

 Maintain budgets and resources availability tables, examining monthly financial reports and preparing summaries or analyses related to the reports;

 Preparation and modifications of budgets for project, coordination of the mandatory and budget re-phasing exercises and follow up with UNDP office on all financial transactions related to project

 Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL.

 Timely corrective actions on unposted vouchers, including vouchers with budget check errors, match exceptions, unapproved vouchers for reconciliation.

 Proper control of the supporting documents for payments and financial reports for the project;

 Prepare project financial statements and manage project budgets, monitor expenditures against established allocations;

 Provide specialized process delivery in a specific administrative service, prepare periodic financial reports and ensuring consistency and timeliness of delivery;

Administrative and operational support to project implementation, ensuring quality of business processes;

 Participate, as required, in interview process as secretary of the panel, contact candidates and ensure that supporting documents are completed for submission of the request for contract to UNDP Kosovo office;

 Accurate, thoroughly researched and fully documented work to facilitate subsequent action by a supervisor.

 Maintain and file records, documents and work plans for the monitoring of project implementation

 Assist with organizing events and arranging meetings and missions; travel claims, and other entitlements are duly processed

Miscellaneous

 Assist the project team in preparation of annual work plan(s);

 Prepare the procurement plan in cooperation with the Project Manager; update the inventory list; assist in purchase of the project equipment and ensure maintenance as needed;

 Preparation of RDPs for project expenses, timely and accurate entry in Quantum, timely preparation of monthly cash flow forecast for use by the PM and timely accounts closure;

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Project Associate works under the general supervision of the Project Manager.

Core Competencies

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Business Management – Working with Evidence and Data

  • Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making

Business Management – Digital Awareness and Literacy

  • Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

Business Management – Customer Satisfaction/Client Management)

  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.

Business Management – Communication

  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels.

Business Management – Monitoring

  • Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

Technical – Finance – Budget management

  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Technical – Procurement – Procurement management

  • The ability to acquire goods, services or works from an outside external source

Min. Academic Education

  • Secondary education is required.  
  • A university degree (Bachelor´s degree) in finance, business, economy or related field will be given due consideration, but it is not a requirement.

Min. Years Of Relevant Work Experience

  • Minimum of 6 years (with Secondary education) or 3 years (with bachelor’s degree) of relevant experience in finance, business, economy or related field.

Required Skills And Competencies

  • Proven track record on budget preparation, tracking, revision, analysis of expenditures, and forecast is required.
  • Proven experience in preparing financial reports and overviews is required.
  • Previous experience in the same role in an international or local organization, including working with donors, is a distinct advantage.
  • Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.

Desired Skills

  • Knowledge of monitoring and evaluation tools
  • Knowledge of project management processes
  • Knowledge of procurement procedures of national / international organizations

Required Language(s)

  • Fluency in English and Albanian or Serbian is required

Professional Certificates

  • Professional certificate(s) attesting to the proficiency on finance, budget, financial analysis, and similar, are an asset.

Disclaimer

Applicant Information About UNDP Rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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