Background

The Regional Programme on Local Democracy in the Western Balkans 3 (ReLOaD3) continues the EU-UNDP partnership and previously supported initiatives — ReLOaD 1 and 2 — implemented from 2017 to 2024.

ReLOaD3 continues to strengthen participatory democracies and the EU integration process in the Western Balkans (WB) by empowering civil society and youth to actively participate in decision-making and by stimulating an enabling legal and financial environment for civil society. The programme will be implemented in the following IPA beneficiaries: Albania, Bosnia and Herzegovina, Kosovo^*, Montenegro, North Macedonia, and Serbia. Working across the WB region, ReLOaD3 will enhance the capacities of local governments and civil society organisations (CSOs) to engage in productive partnerships and contribute to improved service delivery and realisation of local priorities in line with local development strategies and needs. 

ReLOaD3 in Montenegro will foster meaningful and relevant youth engagement, effectively addressing their priorities and challenges within the Montenegrin context. The support will include a thorough assessment of youth needs and perspectives, which will guide the development of local Youth Action Plans, youth camps, trainings, forums, community actions, and the implementation of activities both for and with young people. 

The ReLOaD3 project duration is 48 months (Feb 2025 – Jan 2029).

Under direct supervision of Project Manager, ReLOaD3, and overall supervision of Team Leader for Governance and Responsive Institutions, the Project/Youth Field Assistant will support implementation of field activities in partner local governments related to youth activities and will be responsible for the administrative and accounting matters under the respective project in Montenegro as set out in the overall Project document, and in accordance with the UNDP standards and best practices. Additionally, the incumbent will support the Project Manager in the implementation of a set of activities under the youth component for Montenegro, in order to ensure highest quality and outreach of the activities. 

Duties and Responsibilities

In performing these responsibilities, the incumbent will be required to carry out the following main tasks on a regular basis:

I.  Provide financial and administrative support to Project implementation in Montenegro

• Ensure that business processes are in line with the UNDP regulations and rules and the UNDP internal control framework
• Ensure full compliance of administrative and procurement procedures for successful implementation of the project component in Montenegro
• Support preparation of contractual and financial documents with contracting parties related to project activities (vendor data, Letter of Intent, procurement documents, etc.). 
• Liaise with the Regional Programme Associate and Assistants to transfer good practices and unify project operating procedures
• Collect data and support preparation of financial and narrative reports to the respective Project Manager and Regional Programme Manager, as per the reporting schedule (weekly, monthly) and on ad hoc basis
• Prepare and handle the routine correspondence related to administrative matters ensuring prioritization and effective follow-up
• Keep registration of incoming and outgoing correspondence and documents
• Perform regular financial and administrative duties necessary for the successful and timely implementation of project activities
• Ensure completeness of documentation, check accuracy of calculation for all financial transactions related to the Projects, and prepare/process financial transactions in the system in accordance with UNDP rules and procedures
• Ensure transactions are processed in Quantum system (suppliers, invoices, requisitions, etc.);
• Perform regular budget revisions
• Provide regular delivery estimation and monthly expense estimation to the Finance Unit, and provide regular reports regarding the project expenditures
• Prepare periodic project asset/inventory reports
• Maintain and update the hard copy and online archives of most relevant project and financial/administrative documentation related to the project implementation
• Prepare and process documents related to VAT exemption for the project and for the costs incurred by CSO grant recipients. 

II Provide information and administrative support for implementation of project youth related field activities in partner Local Governments (LGs), and support project activities for youth

• Serve as the project and information focal point for the youth component with partner municipalities
• Encourage active participation of all stakeholders (media and members of the media coalition, civil society organisations, institutions, etc.)  in order to promote empowerment of youth
• Provide support in preparing necessary documents, Grant Agreements, Contracts, procurement documentation, etc.
• Support and coordinate grassroots engagement and local level activities related to youth component
• Document methods, good practices, experiences and results of the project related to youth component
• Provide support to respective Project Manager in preparation and implementation of the activities related to the support to partner LGs for designing Local Youth Action Plans, support Project Manager in preparation and implementation of the Youth Internship Programme in Montenegro
• Create and regularly update data-base of youth for each partner LG
• Support the Project Manager in reviewing LGs work plans and proposing interventions to ensure activities are implemented in line with the Programme Annual Action Plan, local development and local strategies
• Provide support and participate in field visits in preparation and implementation of the youth related trainings, forums, camps, events, etc. ensuring effective work relations with partner local governments and youth.

III Provide support to implementation and quality assurance of youth related community actions

• Support and initiate functional and operational partnerships with relevant formal and informal entities, at the same time encouraging citizen’s engagement and information
• Provide support to and facilitate community-based activities focused on youth activism
• Support, drive and encourage activities for development and social cohesion for greater change in the youth component of the project
• Provide support in organising workshops, trainings, capacity development sessions, conferences, and other events
• Promote and support inter-municipal cooperation through exchange of information, good practices, peer-to-peer learning and joint capacity building events among partner local governments. 

The incumbent might be requested to perform other duties within the functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Under direct supervision of the respective Project Manager, ReLOaD3, the incumbent will be based in UNDP Office in Podgorica, with frequent field work travels throughout Montenegro.

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

Administration & Operations/Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Finance/Accounting General: Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
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/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 use them as needed. Knowledge of the usage of digital technologies and emerging trends.
Business Management/Communication: 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.
Administration and Operations/Event Management: Events management (including retreats, trainings and meetings); Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
2030 Agenda: Peace/Governance: Youth Empowerment

Required Skills and Experience

Education:

Secondary education is required.
University Degree (Bachelor´s degree or equivalent) in Political Sciences, Social Sciences, Economics or related field will be given due consideration but is not a requirement.

Required Experience: 

Minimum 5 years (with secondary education) or 2 years (with Bachelor’s Degree) of relevant working experience in project finance, administration and field work.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages.

Desired Experience: 

Experience in financial and administrative tasks, including using complex accounting software.
Previous experience in travel arrangements, logistics and organization of events.
Experience in initiatives related to local administration, youth participation and good governance.
Experience in working on projects implemented by UN/UNDP or other international organization.

Languages: 

Fluency in English and Montenegrin is required.

Persons with disabilities are strongly encouraged to apply. UNDP is committed to creating an inclusive workplace, and to taking appropriate measures to enable persons with disabilities to have access to UNDP job opportunities and benefit from participating in UNDP selection, hiring and employment processes. UNDP is committed to providing reasonable accommodation during recruitment, hiring and employment.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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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