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Project Associate

Chisinau

  • Organization: UNDP - United Nations Development Programme
  • Location: Chisinau
  • Grade: Administrative support - NPSA-7, National Personnel Services Agreement
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: 2024-12-11

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.

The UNDP project, "Digitalization in Support of the Ministry of Labour and Social Protection’s “Restart” Reform," represents a strategic intervention in modernizing and streamlining social assistance systems. This project aligns with the Ministry's comprehensive “Restart” reform program, which aims to revolutionize the delivery and management of social assistance, including cash benefits and social care services. An important pillar of this reform is the digitalization of the social assistance system, primarily to boost efficiency and combat fraud.

The Ministry currently operates with 14 disparate automated systems, each developed independently for different operational aspects, such as online applications, business process automation, and beneficiary data management. This fragmentation, exacerbated using diverse software and technologies, has led to significant operational inefficiencies and interoperability challenges. Citizens often encounter the inconvenience of submitting identical documents for different services. Case managers face difficulties in accessing comprehensive historical data on beneficiaries, impeding effective support and fraud detection. 

Furthermore, the inability to integrate and analyze data hinders evidence-based policy development, notably in assessing service targeting and impact. This lack of data integration also obscures geographical disparities in service access, a critical concern for equitable social assistance.

The UNDP project aims to overcome these challenges by laying the groundwork for a longer-term digitalization program. It envisions the development of a single window system and a detailed digitalization roadmap, enhancing the coherence and effectiveness of the Ministry's services. The project's objectives are threefold:

  • Pro-activation of the most-used social and employment services, ensuring that these services are readily accessible and responsive to citizen needs.
  • Optimization and digitalization of the majority of social and employment services, streamlining processes, and enhancing user experience.
  • Establishment of a functional national network of single window centers, providing integrated and efficient access to social and employment services across the country.

This project is a collaborative effort with UNICEF, supporting the Ministry’s ambitious reform agenda and contributing significantly to the transformation of social assistance delivery in the region.
 

Duties and Responsibilities

Summary of key functions:

The Project Associate will ensure, in line with the Project’s scope, the provision of the following development services and products pertaining to an effective administrative and financial management, as well as procurement:

  • Ensure efficient delivery of the Project assigned, focusing on achievement of the following key 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 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 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 and archiving of the Project;
    • Provide support in regular monitoring and data collection of Project activities in accordance with work plan and procurement plan;
    • Provide general secretarial and administrative assistance to the Project team 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 key 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;
    • Keep abreast of UNDP rules and regulations in the area of responsibility and maintain an optimum level of knowledge by continuous learning;
    • Provide regular updates to the Project Manager and flag any deviations from the work plans immediately.
  • Provide financial support to the Project assigned, focusing on achievement of the following key results:
    • Assist Project team in drafting 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 Project activities, performing and monitoring financial aspects to ensure compliance with budgeted costs in line with established policies and procedures;
    • Monitor 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 Project financial activities are carried out on schedule and within budget to achieve the project outputs; 
    • Perform other financial related duties, upon request;
    • Ensure timely submission of financial reports to the UNDP Country Office to verify the accuracy of such reports for the national partner or donor.
  • Provide operations support to the Project assigned, focusing on achievement of the following key 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 Procurement 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 Project(s) commitments and expenditures and assist the Project Manager in assuring proper Project delivery; 
    • Keep regular contact with Project experts and consultants to inform them about the 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 Project(s) events, including among other workshops, seminars, working meetings and visits of national and international delegations (visa support, transportation, hotel accommodation etc.); 
    • Keep files of Project documents and expert reports and ensure general circulation of documents for knowledge management and sharing; 
    • Draft Project(s) correspondence and documents; finalize correspondence of administrative and financial nature; draft minutes of meetings, 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;
    • 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 guidance and direct supervision of the Project Manager, the Project Associate shall contribute to an effective and efficient implementation of the project activities via administrative and financial management. 

The Project Associate will apply and promote the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

The Project Associate will work 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.

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

  • Resource management:  
    • Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
  • 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.
    • 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.
  • 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.
  • Data analysis:     
    • Ability to extract, analyze and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making.
  • 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.
  • Data management:         
    • Knowledge of processing, storing, and validating procurement data.
       
Required Skills and Experience

 
Education:
  • Secondary Education is required.
  • Bachelor’s degree in economics, finance, accounting, or another relevant field will be given due consideration, but it is not a requirement.
Experience:
  • With Secondary Education minimum 7 years OR; 
  • With bachelor's degree minimum 4 years of relevant working experience in administrative work, accounting, finance, or other substantive area is required.

Required Skills:

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Desired Skills:

  • Proven experience in a similar position in UN Agencies will be considered an advantage. 
  • Experience in development assistance or related work for a development organization, consulting company, or NGO is an asset. 

Required Languages:

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

Professional Certificates:

  • Additional training and/or certification in financial management and/or accounting would 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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