Field Associate

The EU-funded Regional Programme on Local Democracy in the Western Balkans (ReLOaD) aims to strengthen partnerships between local governments (LGs) and civil society by scaling-up a successful model of transparent and project-based funding of CSOs.  The Western Balkan (WB) countries/territories are facing complex set of similar development challenges. Namely Albania, Bosnia and Herzegovina, North Macedonia, Kosovo , Montenegro, and Serbia, invest significant efforts to mainstream the EU accession agenda within their socio-political contexts.  An integral part of the EU accession agenda is to promote the inclusion of civil society and further development of participatory democracies in the Region. All the WB countries face these challenges, specifically related to the lack of collaboration between the government and civil society.
The lack of transparency of existing public mechanisms for support of civil society organizations (CSO), mainly at the local level, is perceived as one of the main obstacle for development and functioning of credible civil society in Bosnia and Herzegovina (BiH). The ReLOaD in BiH will focus on institutionalization of interaction between LGs and CSOs. The underlying intention of the Project is to put in practice and sustain a transparent, development-oriented and project-based approach to funding of CSOs by municipal budgets that contributes to realization of legitimate local priorities in line with local development strategies.

The total budget of the ReLOaD is EUR 10 million, while the component for BiH totals EUR 4 million. The Project duration is 36 months (2017 – 2020) with possible extention. The project started on February 1, 2017. The ReLOaD programme in BiH partners with 21 LGs, namely: Banja Luka, Bijeljina, Bratunac, Brod, Centar Sarajevo, Gradačac Jablanica, Kakanj, Maglaj, Modriča, Pale, Rudo, Stari Grad Sarajevo, Sokolac, Teslić, Tešanj, Travnik, Trebinje,Tuzla, Vitez and Vogošća.

Under the overall supervision of Senior Project Coordinator/Grant Officer and direct supervision of the Field Officer the incumbent will be responsible for successful implementation the RELOAD activities in the field related to the BiH component of the Project.

Support the implementation of the Project’s field activities in partner local governments;

• Suport to implementation of Project activites in the field in line with AWP;
• Asssist in process of selection of partner local governments (LG) in line with the given criteria;
• Assist partner LGs and CSOs to understand the Project’s objectives and effectively participate in the overall project implementation;
• Assist the establishment of cooperation with partner LGs based on Memorandum of Understanding and embedding of the LOD Methodology in partner LGs in BiH;
• Assist the Field Officer and the Governance Officer in developing and implementing strategies for cooperation with CSOs and specifically tools/procedures for funds disbursements, monitoring, and capacity building of LG officials and representatives of CSOs; 
• Assist partner LGs in adjusting  their internal CSO funding procedures and introduction of transparent funding mechanisms for CSOs;
• Regular monitoring of the progress of partner LGs in implementation of the transparent funding mechanisms;
• Intensively work on promotion of effective civic participation in the Project implementation;
• Participate in planning and organization of workshops facilitating the wide representation and full participation of local stakeholders ensuring gender equality;
• Technical support to the LGs to publish public calls for CSOs, hold open days and participate in selection of CSO projects;
• Work on promotion of effective LGs participation in monitoring civil society projects related to the project implementation;
• Provide on-the-job couching and trainings on all aspects of monitoring to the LGs monitoring teams;
• Provide support in organization of trainings/events in coordination with UNDP rules and regulations.

Results-based and Financial and Monitoring of CSOs projects in partner local governments;

• Act as a focal point for the implementation of CSO activities in selected LGs;
• Conduct the programmatic and financial monitoring of CSO projects implementation in close collaboration with LGs representatives;
• Organize and conduct regular field visits (monthly/weekly) to awarded CSOs according to the projects implementation dynamics;
• Provide exemplary couching and trainings on all aspects of monitoring to the LGs representatives within joint monitoring visits to CSOs;
• Ensure grant funds are used efficiently, correctly and in accordance with the principles of sound financial management, including the principles of transparency and gender sensitivity;
• Hold implementation meeting with awarded CSOs and provide coaching and support to CSOs during the projects implementation;
• Prepare reports on CSO project implementation and achievement of expected results and recommend corrective actions if/when necessary;
• Participate in public calls for CSOs in partner LGs and promote transparent usage of criteria and selection process; provide couching to evaluation commission members;
• Monitor and ensure quality of delivery of inputs provided by consultants and/or beneficiaries in the CSOs;
• Prepare different reports related to the Project implementation in selected LGs upon request of Field Officer and Governance Officer;
• Ensure compatibility of all CSOs visibility products with the Visibility guidelines.

Support in performing administrative activities;

• Assist the organization of field visits, missions, conferences and other logistics arrangements;
• Assist in preparation of Micro-Capital Grant Agreements for CSOs;
• Collect and compile monthly expenditure reports and other related financial documents;
• Ensure regular office work, including maintaining files, drafting correspondence, photocopying, scanning, minute taking, etc.;
• Archive all relevant documents related to work with CSOs (project documents, monitoring reports and any other reports, etc.);
• Arrange meetings and draft routine correspondence, facsimile, minutes including preparing background materials for discussions and briefing sessions;
• Provide assistance to the Project team members if and when necessary; 
• Assist the project staff in identifying and coordinating activities including maintaining contacts with stakeholders.

Ensuring effective mainstreaming of gender equality

• Support the Field Officer in mainstreaming gender equality in the programme implementation;
• Support the Field Officer in preparing gender equality background materials for use in discussion, correspondence and briefing sessions;
• Ensure that all the data, when collecting and compiling inputs relating to programme, are gender disaggregated;
• In the preparation of meetings/consultations/trainings/commissions ensure a minimum of 30% participation of the other sex.

Advocacy/Advancing A Policy-Oriented Agenda/Support the preparation of information for advocacy

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

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

• Provides information and documentation on specific stages of projects/programme implementation;
• Provides background information to identify opportunities for project development and helps drafting proposals.

Building Strategic Partnerships/Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives;
• Maintains databases of donor information;
• Tracks and reports on mobilized resources.

Innovation and Marketing New Approaches/ Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches;
• Responds positively to new approaches.

Resource Mobilization/Providing information for resource mobilization strategies

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

Promoting Organizational Learning and Knowledge Sharing/Basic research and analysis

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

Job Knowledge/Technical Expertise/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;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments.

Global Leadership and Advocacy for UNDP’s Goals/Research and analysis

• Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences.

Client Orientation/ 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;
• 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;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each employee;
• Informed and transparent decision making
   

Education: 

• University Degree in Political Sciences, Social Sciences or Economics;
• Secondary school with additional 3 years of relevant expirence may be accepted in lieu of BA.
   

Experience: 

• At least 3 years (6 years with secondary school) of previous experience in monitoring of CSO projects;
• Experience in dealing with local government challenges
  and CSOs;
• Knowledge of the EU guidelines and procedures and PCM Techniques is an assett;
• Proficient in MS Word and MS Excel spreadsheet.
   

Language and other Requirements: 

• Fluency in English and Bosnian/Croatian/Serbian;
• Willingness to extensive travel across Bosnia and Herzegovina.
   

Important applicant information

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

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