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Project Associate

Chişinău

  • Organization: UNDP - United Nations Development Programme
  • Location: Chişinău
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed

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.
 
On 23rd of June 2022, the European Council granted the Republic of Moldova the status of EU candidate country which is a substantial achievement, but which comes with great responsibilities and obligations. One of such obligation is the “Green Agenda and Sustainable Connectivity” which includes Chapters of the environment and climate change acquis. In this sense, meaningful reform are expected in view of European Green Deal targets.    

The proposed Green Transition Project takes due account of this endeavor. Hence, it will put in place the enabling conditions for a green transformation in Moldova through a combination of cross-sectorial decision-making in joint stakeholder platforms, capacity building measures, general education and awareness raising, dissemination of best policy practices, information sharing and networking, as well as pilot-testing green-transition related solutions and other activities, to ensure that the green transition concept is well understood and implemented.

The established enabling conditions and the investments into green-transition solutions will respond to the key development challenges that the country is currently dealing with such as the climate change, environmental pollution and the energy crisis.

It is well acknowledged that Moldova is highly vulnerable to climate change, given the limited resources and institutional capacities to address the climate change impacts. It is also due to the heavy reaiance on the agricultural sector, water scarcity and other geographical factors. Currently the country is advancing with the national adaptation planning, including in the agricultural sector, aimed at putting in place proper institutional, technical and budgeting capacities in the context of climate change, however significant gaps remain in embarking of the sectors into achievement of the long-term adaptation targets.

Environmental degradation is also posing a major threat to Moldova’s development agenda as its economy relies greatly on natural resources which leads to their overexploitation and pollution. Inadequate waste management practices and outdated practices and technologies in the key sectors of the economy also contribute to the environmental degradation and pollution. Mainstreaming of the green agenda into the country’s economic activities is taking place slowly.

Moldova is in line with the global trend of continuously growing urbanization, with the proportion of the population living in urban areas expected to rise from 47% in 2010 to 60% in 2030 (UN Habitat). Cities are increasingly and significantly contributing to the main drivers of global environmental degradation. The municipalities have the greatest impact on air quality and are responsible for more than 50% of total air pollution in Moldova.

From energy security perspective – Moldova is highly dependent on imported energy sources, and rely mostly on the use of fossil fuels. In addition, inefficient energy supply and consumption across all sectors exacerbates the situation. Until recently being 100% dependent on Russian gas import, the country is actively seeking diversification of energy supplies after the war of aggression in Ukraine. Improvements both in energy efficiency and in the development of domestic resources – including renewable energy resources – for strengthened sustainability, competitiveness, and energy security rank high on the political agenda. Energy sector is also the main source of GHG emissions in the country.

Against this background, the Green Transition Project aims to support the Government of Moldova to engage sustainably in a transformative green agenda by enhancing awareness, building capacities and encouraging investments into low-emission and resource efficient economy.

The target areas of the project are resource efficiency, green and circular economy, cleaner and sustainable energy, and mobility. 
The Project will be implemented under the following three specific components:

  1. Socio-economic framework for a gender-responsive and inclusive green transition enabled.
  2. Capacity and awareness on the inclusive green transition increased among key stakeholders.
  3. Additional funding attracted by promoting and piloting investments in green and innovative technologies, while evidence-based decision-making for green transition is improved by deploying a reliable air quality monitoring system.

The implementation period of the project is 48 months, and the total budget is 10 mln EUR.

Duties and Responsibilities

Assist in efficient delivery of the joint project, focusing on achievement of the following results:

  • Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies;
  • Provide support to procure goods and services required by the project, in liaison with the relevant staff and units of UNDP Country Office;
  • Provide administrative support in arranging Joint Project related meetings when needed. 
  • Participate in the preparation of work plans, operation plans and procurement plans and periodical reviews thereof;
  • Provide support in quality control of Joint Project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery;
  • Maintain an appropriate filing system and documenting the implementation to enable further operational and financial closure of the project;
  • Provide support in regular monitoring and data collection of Joint Project activities in accordance with work plan and procurement plan;
  • Provide general secretarial and administrative assistance to the Joint project in close liaison with UNDP teams, other UN agencies.

Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results:

  • Full compliance with respective UNDP and donor rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; 
  • Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system. 
  • Personal initiative to perform daily work timely, efficiently, and in compliance with established rules and plans.

Provide financial support to the Joint Project, focusing on achievement of the following results:

  • Assist Joint Project team in drafting Joint Project progress reports with financial data;
  • Assist project management in performing budget cycle: planning, preparation, revisions, and budget execution;
  • Provide assistance to partner agencies involved in Joint Project activities, performing and monitoring financial aspects to ensure compliance with budgeted costs in line with established policies and procedures;
  • Monitor Joint Project expenditures, ensuring that no expenditure is incurred before it has been authorized;
  • Perform preparatory work for mandatory and general budget revisions, annual physical inventory, auditing; and assist external evaluators in fulfilling their mission;
  • Ensure that all Joint Project financial activities are carried out on schedule and within budget to achieve the project outputs;
  • Ensure timely submission of financial reports to the UNDP Country Office to verify the accuracy of such reports for the national partner or donor;
  • Perform all other financial related duties, upon request.

Provide operations support to the Joint Project, focusing on achievement of the following results:

  • Ensure that UNDP procurement rules are followed during procurement activities that are carried out by the project and maintain responsibility for the inventory of the project assets;
  • Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, note-to-files and justifications in cooperation with the UNDP Operations Unit.
  • Coordination of surveys, DSA, travel agencies, organization of common services and other administrative surveys;
  • Prepare and timely submit travel documents in accordance with UNDP requirements;
  • Support with protocol matters, registration of staff, coordination with national partners on space and other administrative matters;
  • Compile, organize and file information and documents for reference and use by team members.
  • Preparation of documents set for vendor creation;
  • Ensure proper control of the supporting documents for payments;
  • Prepare and timely submit payment requests with proper support documentation to the UNDP Country Office; 
  • Provide financial monitoring over Joint Project commitments and expenditures and assist the Project Manager in assuring proper Joint Project delivery;
  • Keep regular contact with Joint Project experts and consultants to inform them about the Joint Project details and changes; 
  • Control the usage and proper accounting of non-expendable equipment (record keeping, drawing up regular inventories), inventories and materials; 
  • Provide necessary administrative, financial and logistical support to the Joint Project events, including among other workshops, seminars, working meetings and visits of national and international delegations (visa support, transportation, hotel accommodation etc.); 
  • Keep files of Joint Project documents and expert reports and ensure general circulation of documents for knowledge management and sharing; 
  • Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
  • Provide translation of documents for/to English/Russian/Romanian as required;
  • Draft Joint Project correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content as required;
  • Assist in collection, preparation and submission of support documents for NPSA contracts extensions.

Institutional Arrangement

The Project Associate will execute the duties and responsibilities outlined above under the guidance and supervision of the Project Manager.

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.
Technical and Cross Functional Competencies

Business Management - 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

Business Development - Knowledge Generation

  • Ability to research and turn information into useful knowledge relevant for content, or responsive to a stated need

Partnership management - Relationship Management

  • Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding

Finance - Budget Management

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

Procurement - Procurement Management

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

Administration & Operations - Assets Management

  • Knowledge of policy & procedures on PP&E;
  • Ability to prepare financial statements on PP&E;
  • Maintain Asset Management Module in Quantum, Asset Dashboard;
  • Develop supporting tools for assets certification and further enhancements for AM module;
  • Design and run training programs, etc. on assets management and assets recording;
  • Run AP-AM interface; perform AP-AM-GL reconciliation;
  • Perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

Administration & Operations - Documents and Records Management

  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving
     
Required Skills and Experience
 
Education
  • Secondary education is required.
  • Bachelor’s degree in public administration, business administration, management, economics or related field will be given due consideration but is not a requirement.
Experience
  • Minimum 7 years (with Secondary education) or 4 years (with Bachelor´s degree) of relevant work experience in the field of administration, finance, business administration or public administration. 
Language
  • Fluency in English and Romanian is required.
  • Knowledge of one or more minority languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Russian, Ukrainian and sign language, will be an asset.
Required Skills
  • Demonstrated experience of working in a multi-cultural work environment is an asset.
  • 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.
Desired Skills
  • Experience of working for international organization related to project implementation and previous experience managing UNDP projects is desirable.
  • Demonstrated experience in Project administration is an asset.
  • Demonstrated experience in financial administration is desirable.
  • Demonstrated experience in working with international organizations project implementation is desirable.
  • Demonstrated experience to communicate well and interact with key partners in project implementation and delivery;
  • Demonstrated experience in project-level or state/national-level monitoring and evaluation system implementation.
  • Demonstrated experience in procurement-related tasks is desirable. 
Professional Certificates
 
Procurement Certification will be an advantage.
 
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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This vacancy is now closed.
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