Project Assistant

Based on a request from the Bosnia and Herzegovina (BiH) Presidency, the “Dialogue for the Future (DFF)” joint initiative established a set of peacebuilding standards, networks and tools around the country during 2014-2016, creating a space for cross-cutting dialogue, reconciliation and building of trust. Following the DFF Project outcomes, the BiH Presidency requested the UN Secretary-General for a subsequent round of DFF interventions in BiH, while also expanding to the Sub-Region (BiH, Croatia, Montenegro, Serbia). The DFF 2 Project 'Promoting Social Cohesion and Diversity in BiH' will be jointly implemented by UNICEF, UNDP and UNESCO for 18 months. The Sub-Regional initiative will involve national partners and UN in BiH, Croatia, Montenegro, Serbia.

The BiH DFF 2 Project will provide spaces for dialogue and continued interaction between different groups at the local and national levels, will support collective identification of issues that affect all citizens in BiH; and will contribute to enhanced interaction and collaboration between groups.

The aim will be for the different groups to realize solving problems affecting them all requires working together, and building on the strengths of diversity. The UNDP Project component has a major focus on youth, connecting young opinion-makers, future leaders and key stakeholders with the national leadership and across the neighboring countries, thus linking them to a joint effort with their neighboring countries.

As a part of The Joint UN DFF 2 Project, the UNDP Project component focuses on two major Outcomes:

Outcome 1: Increased interaction and collaboration between different groups at the local level (within and between municipalities):

The Project will seek to address issues related to the lack of interaction and collaboration between the citizens, groups and their local leaders. The issue of inclusiveness of local level governance will be addressed through joint assessments of common problems and based on these, creating dialogue platforms bringing together local leaders as well as civil society, youth, religious leaders, women’s organizations and relevant canton level authorities. These platforms will be established as genuine bases for collaboration and joint problem solving and youth will be given a key role in these dialogue platforms so that they will be empowered to build collaborative leadership skills. Their purpose will be to address issues hindering social cohesion and creating permanent spaces for dialogue.

Outcome 2: Increased interaction and dialogue between different groups at the national level:

The Project will work with youth as the priority target group beyond the selected locations for the local level (Outcome one) in an aim of generating a group of future leaders with an ability to lead collaboratively. Youth will be supported to lead dialogues on issues particularly affecting youth and to engage on both less divisive issues, such as the Sustainable Development Goals (SDGs), education and youth emigration; as well as on some of the more contentious issues of political nature. The Presidency believes that youth will need to build their capacity to engage politically now to be able to become consensus-builders and future generation of leaders. The Project will generate opportunities for the youth to engage with the Presidency and their advisors during the Project implementation.

Under the direct supervision of the Project Manager, the Dialogue for the Future (DFF) Project Assistant will provide programmatic and administrative assistance in implementation of all Project related activities and programmes as well as in maintaining regular communication with all project beneficiaries and local stakeholders including government counterparts, the non-governmental (NGO) sector, the academia, international community and local governments, both in BiH and the region. He/she will support interventions related to all Project components by closely working with the project’s partners, in line with the project document and action plans. Furthermore, the DFF Project Assistant will provide finance, monitoring and reporting support for activities implemented in locations of project implementation.

Impact of Results

The key results have an impact on the efficient, effective, transparent and accountable implementation of the Project, contributing to increased peacebuilding opportunities and perspectives for girls/women and boys/ men in BIH, and their improved quality of life through peacebuilding.

Under the supervision of the DFF Project Manager, the Project Assistant will provide support to the UNDP Project component, with due respect to UNDP rules and regulations and in accordance with the UNDP internal control framework.

The Project Assistant will have the following main functions:

• Assist in the implementation of the UNDP component of the joint DFF project.
• Provide support to the Project Manager in the formulation of policy and operational tools in the field of peacebuilding locally and in the region.
• Assist in the provision of technical assistance and capacity building for key project stakeholders.
• Provide reporting support and analysis of Project activities.
• Support to project financial monitoring and management;
• Support to the Project Team in effective mainstreaming of gender equality.

Assist in the implementation of the UNDP component of the joint DFF project:

• Support the Project in development of work plans and design activities to be implemented in the relevant area of responsibility;
• Assist in effective implementation of DFF project activities as per annual work plan;
• Provide assistance in development and implementation of procurement and capacity building activities in the area of peacebuilding in accordance with the workplan;
• Assist in the coordination of project activities among consultants/services/goods providers in selected localities, including but not limited to the preparation of terms of reference for the selection of external partners (individuals or companies);
• Support the establishment/operation of participatory planning and implementation mechanisms;
• Assist in monitoring field activities for the UNDP component;
• Provide administrative support in organization of external evaluation of the project;
• Ensure efficiency in the provision of support to local stakeholders.

Provide support to the Project Manager in the formulation of policy and operational tools in the field of peacebuilding locally and in the region:

• Support the development of most suitable and effective concepts and/or implementation methods to reflect strategic and long-term impact on peacebuilding in selected localities;
• Ensure efficiency in the provision of support to local stakeholders;
• Support the review of progress in terms of timeliness, relevance and efficiency;
• Assist in analysis of conflict-sensitive programming in selected localities;
• Assist in identification of peacebuilding opportunities and propose actions to make the best use of these opportunities.

Assist in the provision of technical assistance and capacity building for key local stakeholder:

• Assist in the development and implementation of youth oriented peacebuilding programmes;
• Assist in the monitoring of selected beneficiaries, including both administrative support as well as field visits;
• Ensure synergies of all project components with other efforts of the local governments and international community in selected localities; 
• Identify and support the realization of synergetic initiatives and/or contribution from various stakeholders, which would add value and maximize the specific peacebuilding support results.

Provide reporting support and analysis of DFF support activities:

• Support Project reporting requirements through data collection and analysis, and drafting of various project related reports;
• Assist in analysing and compiling data to measure progress and impact of project’s activities;
• Support the communication and coordination process with donors and keep up to date with donor requirements;
• Coordinate data collection from the field regarding outcomes of project’s components;
• Engage in data collection process in the field;
• Provide feedback on reporting problems and solutions;
• Perform specific operational/control tasks for project activities, including undertaking field visits for specific monitoring and evaluation issues;
• Facilitate various presentations on periodic bases to donors and other stakeholders about the achievement of project’s objectives;
• Support the project in development of the DFF regional component.

Support to project financial monitoring and management:

• Prepares and processes all project related financial transactions in Global Atlas System, such as vouchers, requisitions, project budget revisions etc;
• Supports periodic and ad-hoc financial reporting to UNDP and other parties, as needed;
• Supports the project management in monitoring expenditures and commitments against project budget and relevant plans;
• Provides finance-related data to support project implementation, planning and reporting;
• Drafts various correspondence concerning finance, operations and budgetary issues as required;
• Assists team members, experts and consultants, in liaison with UNDP Operations, on financial and other operational matters.
• Coordinates procurement procedures for the project according to the UNDP rules and regulations;
• Assists in the organization of field visits, missions, workshops, training, round-tables and conferences within the project;
• Maintains and updates all administrative, personnel and financial files and records as well as general office files related to the project.

Support to the Project Team in effective mainstreaming of gender equality:

• Support to the Project Coordinator in ensuring gender mainstreaming throughout all project activities, work plans, budgets, reports, research and analyses; 
• Ensure gender equality is mainstreamed throughout the project, consultants and contracted companies.

Functional Competencies:

Level 1.1: Support the preparation of information for advocacy:

• Identifies relevant information for advocacy for a variety of audiences;

Results-Based Programme Development and Management / Level 1.1: Contributing to results through provision of information:

• Provides information and documentation on specific stages of projects/programme implementation;

Building Strategic Partnerships / Level 1.1: Maintaining information and databases:

• Analyses general information and selects materials in support of partnership building initiatives;

Innovation and Marketing New Approaches / Level 1.1: Implementing processes and uses products:

• Documents and tracks innovative strategies/best practices/new approaches;

Resource Mobilization / Level 1.1: Providing information for resource mobilization strategies:

• Maintains information/databases on potential and actual donors;
• Maintains database of project files;
• Provides data and information needed for preparation of project documents.

Promoting Organizational Learning and Knowledge Sharing / Level 1.1: Basic research and analysis:

• Researches best practices and poses new, more effective ways of doing things;

Job Knowledge/Technical Expertise / Level 1.1: Fundamental knowledge of processes, methods and procedures:

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Ability to perform a variety of standard tasks related to data analysis, collecting and preparation of documentation, data processing and consolidating, filing, provision of information;
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems.

Client Orientation / Level 1.1:  Maintains effective client relationships:

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity; 
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively both orally and in written; 
• Creating synergies through self-control;
• Managing conflict;
• Consistently approaches work with energy and a positive, constructive attitude;
• Ability to successfully manage competing priorities;
• Remains calm, in control and good humor even under pressure;
• Learning and sharing knowledge and encourage the learning of others;
• Promoting learning and knowledge management/sharing is the responsibility of each employee.

Education: 

• University degree in social sciences, economics, business or related field. 
• Secondary education with additional three years of experience may be taken into the consideration in lieu of university degree

Experience: 

• 2 years of relevant programme or administrative experience in case of university degree; 
• 5 years of relevant programme or administrative experience;   
• Experience in coordinating communication with Project's stakeholders and field work.
• Experience in working with the non-governmental sector would be an asset.
• Experience related to work in the thematic area of peacebuilding would be an asset.
• Basic understanding of M&E would be an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:  

• Fluency in English and official languages of BIH, with excellent drafting and presentation skills.

Important applicant information

All posts in the SC categories are subject to local recruitment.

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UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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