UNDP Moldova: Project Associate (NPSA 7) - Mayors for Economic Growth Facility Project (M4EG)

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

The Mayors for Economic Growth (M4EG)’s initiative approach focuses on creating a responsive, resilient, and sustainable urban spaces where the city will have increased economic opportunities and a vibrant community in various and compact forms with an embracing mindset. As the city structures are highly complex and dynamic with different layers of actors and engagements, the team has specified the following areas of interest to explore on different fabrics of relationships in the city, which are: individual, home/community, work, city, and knowledge. Based on this overarching theme on “Urban Makeover,” selected municipalities will go through the following process of portfolio development, dynamic management, and community engagement iteratively over the course of the initiative (2021-2024).

The Associate will utilize UNDP’s Urban Transformation Framework, Agora, a meta-model that provides a structure for the development of portfolios at the city level at an accelerated pace. The Agora approach in understanding complex urban systems starts with scoping out who we are in the system (identity), what is the system that we are engaging with (object), and why we want to build a portfolio (intent). After understanding the system context, it is being translated into a hypothetical model using the system canvas (problem space), locating system attractors that are at play to intervene in the system (areas of interest) and build strategic entry points (learning options) with the set of interventions in a coherent portfolio. The model is being applied at UNDP and with partners through the City Experiment Fund CEF) in Armenia, Kazakhstan, Kosovo, Montenegro, and North Macedonia as well as tested in the Philippines, Uruguay, Bolivia, and Ecuador.

Duties and Responsibilities

Administrative management:

Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
Monitor compliance with both UNDP and EU standards and ensure quality control of programme filing systems and files;
Assume overall responsibility for the coordination of administrative matters;
Provide advice to the team on financial and administrative issues;
Provide support to international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc.) and coordinate short-term consultants;
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 responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
Arrange and coordinate translation services/projects;
Arrange external and internal meetings (including the meetings of the Project Board, pre-bidding conferences, launching events, workshops, interviews, as well as other relevant meetings etc.).

Financial management:

Prepare requests for advance of funds and/or direct payments;
Monitor budget expenditures for the above-mentioned projects and maintain a proper record of approved project budgets and their revisions.
Prepare proposals for budget revisions for the above mentioned projects;
Upon request, prepare and submit expenditure and programme budget status reports;
Prepare other recurring reports as scheduled and special reports as required for budget preparations and audit;
Maintain accurate budget reporting in both UNDP and EU standard templates;
Respond to queries from the UNDP and EU Delegation with respect to financial aspects of the programme, liaise with UNDP-appointed and external auditors wherever required;
Prepare finance reports for donors for the above mentioned projects;
Verify vendor’s information in Atlas and submit requests for vendor updates;
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;
Undertake other financial and administrative tasks on an ad hoc basis.

Procurement:

In accordance with the Work Plan support the procurement of equipment, supplies and services ensuring full compliance with UNDP rules and procedures;
Elaborate the procurement plan for the above mentioned Projects and monitor their implementation;
Organize procurement processes for the above mentioned Projects in full compliance with UNDP rules and regulations;
Create and mange e-requisitions in ATLAS;
Arrange for equipment maintenance and insurance as required;
Ensure that contractual processes follow the stipulated UNDP procedures;
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.
Other duties as assigned.

The key results have a direct impact on the overall successful achievement of the projects. Accurate analysis and presentation of information enhances UNDP’s position as a strong development partner. The information provided facilitates decision-making of the Project Board, the Beneficiary and UNDP management.

Competencies

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

Project Management

Ability to plan, organise, prioritise and control resources, procedures and protocols to achieve specific goals

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

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

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

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

Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solution, 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 clients’ upcoming needs and concerns.

Operations Management

Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner

Knowledge of relevant concepts and mechanisms.

Required Skills and Experience

Education:

Secondary education.
Bachelor degree in economics, finance, accounting, public administration or other related fields would be desired.

Experience:

Minimum 7 years (with Secondary education) or 4 years (with Bachelor's degree) of experience in administrative work, accounting/finance, economics, or other substantive areas with a donor organisation, consulting company, or NGO.

Required Skills:

Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment
Ability to work in a team
Excellent interpersonal skills are an essential part of the job
Proficiency in the use of computer software applications particularly MS Excel
Ability to prepare accurate reports and other documents
Ability to handle multiple tasks simultaneously and ability to prioritize
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 humoured even under pressure
Demonstrates openness to change and ability to manage complexities
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 web-based management systems.

Desired Skills:

Previous experience with EC/UNDP is a strong advantage.

Languages:

Fluency in oral and written English, Romanian and Russian.
Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

Institutional Arrangement

Under the guidance and direct supervision of the National Project Coordinator, the incumbent contributes to an effective and efficient implementation of projects 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.

The Project Associate works in close collaboration with the Project team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to 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.

Required Documents

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

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.

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Vacancy End Date: 4 September 2022

To apply please address the link: https://bit.ly/3Q237oG