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Project Assistant (NPSA-5) - UNDP Moldova/Advanced Cross-river Capacities for Trade Project

Chisinau

  • Organization: UNDP - United Nations Development Programme
  • Location: Chisinau
  • Grade: Administrative support - NPSA-5, National Personnel Services Agreement
  • Occupational Groups:
    • Development Cooperation and Sustainable Development Goals
    • Administrative support
    • Sustainable trade and development
    • Project and Programme Management
  • Closing Date: 2024-11-11

Project Description

The overall objective and expected outcome of this project is to secure that men and women on both banks of the Nistru River have better livelihoods and living conditions, due to an improved cross-river cooperation to access the opportunities offered by Moldova’s external trade arrangements, contributing to an environment of trust and cooperation across the post-conflict divide.

The project is financed by the Governments of Sweden and the UK and implemented by UNDP Moldova.
Specific project objectives (outputs):

•    Output 1. Improved cross-river exchange of information, knowledge, and experience on the export promotion mechanisms on the right bank, and awareness-raising on the opportunities provided by external trade agreements 
•    Output 2. Enhanced competitiveness and joint exports of business communities from both riverbanks through improved companies’ exporting capacities and cluster and value chain development. 
•    Output 3. Enhanced capacities for policy formulation leading to a conducive business environment on both banks and reduction of barriers to trade and economic cooperation. 
•    Output 4.  Expand the MSME sector in the Transnistrian region and security zone via support to new or emerging businesses, in particular women-led and with impact on the most vulnerable (migrants, young people including minorities representatives, elderly people, etc.).  

In this regard, project teams are being put in place to support the project’s implementation. 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. 
 

Scope of Work

Summary of Key Functions:

The Project Assistant will ensure, in line with the Project scope, the provision of the following support services:


Provide administrative management support:

•    Provide support to the Project Finance Associate in all administrative-related matters, including event logistics, coordination of field visits and international missions.
•    Provide support to the project’s international consultants (communication, contracts, visas, hotel reservations).
•    Contribute to the maintenance of records on all project personnel/ national consultants and their respective status in accordance with accepted policies and procedures. 
•    Contribute to the maintenance of the project’s databases, incl. registries of project files, records, and archiving.
•    Provide efficient information services to project stakeholders. 
•    Maintain office equipment and manage office stationery supplies. 
•    Compile, copy and distribute project documents, including reports, minutes, and correspondence.
•    Provide other assistance support as assigned.

Provide financial management support:
•    Provide support to the Project Finance Associate in all finance-related matters, including advancement of funds, payments, expenditures, budget revisions, and financial status reports.
•    Contribute to the elaboration of recurring and special/ad-hoc financial reports.
•    Process in Quantum the project transactions, in line with the Internal Control Framework.
•    In accordance with the Project Work Plan, make the necessary arrangements for the procurement of equipment, supplies and services.
•    Make the necessary arrangements for project equipment maintenance and insurance.
•    Monitor the implementation of the project’s contractual processes, as per UNDP procedures.
•    Ensure the delivery of equipment and supplies, procured for local stakeholders/ beneficiaries.
•    Provide other financial management and procurement support as assigned.

Support knowledge building and knowledge sharing relevant to the assigned project.

•    Participate in training on internal procedures for the project staff and provide support to the organization of training and other capacity building activities as needed.
•    Make sound contributions to knowledge networks and communities of practice.
•    Maintain organized records of project data, field activities, case studies, human-interest stories, photographs, and other relevant documents that can be drawn upon in support of knowledge sharing and advocacy.

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

Institutional Arrangement

Under the supervision of the AdTrade Project Manager the Assistant shall contribute to an efficient implementation of the project activities via administrative support, anticipating and contributing to resolving project-related issues.
The Assistant will apply 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 internal control systems.
 

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/Resource Management:   Allocate and use resources in a strategic or tactical way in line with business needs and priorities and principles of accountability and integrity.
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 to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to UNDP | People for 2030 – Competency Framework – Cross-functional Competencies (2024) use them as needed. Knowledge of the usage of digital technologies and emerging trends.
Business Management/Monitoring & Evaluation:    Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns. 
Administration & Operations/Assets management:     Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, 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.

Business development/Human-centered Design:    Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process Knowledge and understanding of human centered design principles and practices.
 

Minimum Education requirements   

  • Secondary education is required. 
  • University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Minimum years of relevant work experience    

Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressive experience in administrative work, accounting/finance, programmatic support, or other substantive area is required.

Required skills    

  • Experience in development assistance or related work for a development organization, consulting company, or NGO.
  • Familiarity with the internal control framework and results-based management tools.

Desired skills in addition to the competencies covered in the Competencies section   

  • Proven experience in a similar position in UN Agencies will be considered an advantage.
  • Experience of working on project implementation for international organization, UN Agencies, development organization, consulting company, or NGO, is desirable.
  • Experience in supporting project management processes is an asset. 
  • Experience in administrative support is an asset.   

Required Language(s)    

  • Fluency in English and Romanian is required.
  • Knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language is 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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