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Project Assistant

Sarajevo (Bosnia and Herzegovina)

  • Organization: UNDP - United Nations Development Programme
  • Location: Sarajevo (Bosnia and Herzegovina)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2020-10-25

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Background

The assignment will take place under the recently initiated Halting Arms and Lawbreaking Trade (HALT) Project, aimed at improving the security and safety of the Western Balkans in the context of the implementation Roadmap for a sustainable solution to arms control in the Western Balkans by 2024. This intervention will result in the capacitation of the Indirect Taxation Authority to better detect and process illicit SALW trafficking. Apart from ITA, several other BIH institutions will profit from the project implementation including BIH Border Police, Ministry of Foreign Trade and Economic Relations and three postal agencies.
The project supports BiH’s aspiration to fulfill its obligations under international and regional small arms control instruments and achieve its strategical goal of accession to the European Union by strengthening areas that require attention under chapters 23 and 24 of the EU acquis Communautaire.  
This intervention is tailor-made and seeks to address the needs of BIH outlined in several national strategies, including but not limited to national SALW Strategy 2016-2020  and respective action plan, national Strategy for fight against organized crime  and the Strategy for Preventing and Combating Terrorism (2015 – 2020) .
 
It is also fully compliant with the United Nations Development Assistance Framework (UNDAF)  in Bosnia and Herzegovina, more precisely with the Outcome 2: By 2019, BiH consolidates and strengthens mechanisms for peaceful resolution of conflicts, reconciliation, respect for diversity and community security.
Under the direct supervision of the Joint Programme Coordinator, the HALT 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, 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 Annual Work Plan. Furthermore, the HALT Assistant will provide finance, monitoring and reporting support for activities implemented in locations of project implementation.

Duties and Responsibilities

1.Assist the implementation of Justice and Security Sector projects, inter alia, HALT, MAGMA and Rule of Law, in terms of administrative, operational and financial responsibilities
 
  • Support development of Annual Work Plans, Procurement Plans and Financial Disbursement Plans to be implemented in accordance with the approved Project Document; 
  • Assist in the effective implementation of HALT and other above noted projects’ activities as per Project Document and Annual Work Plan;
  • Provide assistance in the development and implementation of procurement and capacity building activities in the area of countering illicit arms trafficking in accordance with the Annual Work Plan; 
  • Assist the coordination of project activities among project consultants and services/goods providers, including but not limited to the preparation of terms of reference for the selection of external partners (individuals or companies);
  • Ensure efficiency in the provision of information and support to national project stakeholders in coordination with the Joint Programme Coordinator;
  • Support to other projects within the Justice and Security Sector in terms of administrative, operational and financial responsibilities on as needed basis;
  • Assist in the organization of field visits, missions, workshops, training, round-tables and conferences within the project;
  • Maintain and update all administrative, personnel and financial files and records as well as general office files related to the project.
 
2.Continuous Business Process Quality Assurance in accordance with UNDP Rules and Regulations:
 
  • Facilitate business processes followed by the Project in line with the UNDP Rules and Regulations, applicable procedures and policies and the UNDP Internal Control Framework;
  • Monitor and regularly update Global Atlas System Project repositories as well as Project Monitoring Platform and Project Risk and Issues logs ensuring that they are regularly updated with project indicators, targets and progress/results in coordination with the Joint Programme Coordinator;
  • Support Justice and Security Sector in ensuring that procurement and recruitment activities are implemented in due course and as per Procurement Plan, Recruitment Plan and in accordance with UNDP Rules and Procedures;
 
3.Provide support in donor and financial reporting and relevant analysis:
 
  • Compile projects Financial, Administrative and Procurement Reports in accordance with the Project Document and donor reporting schedule if applicable;
  • Support Projects reporting requirements through data collection and analysis, and drafting of various projects related reports;
  • Assist in analysing and compiling data to measure progress and impact of projects’s activities;
  • Support the communication and coordination process with donors and keep up to date with donor requirements;
  • Coordinate data collection from the field in relation to expected projects results;
  • Provide feedback on reporting problems and solutions;
  • Support the Joint Programme Coordinator by facilitating various presentations on periodic bases to donors and other stakeholders about the achievements of projects results;
 
4.Support to project expenditure monitoring and financial management 
 
  • Prepare and process all projects related financial transactions in Global Atlas System, such as vouchers, requisitions, project budget revisions etc; 
  • Support periodic and ad-hoc financial reporting to UNDP and other parties, as needed;
  • Support the projects management in monitoring expenditures and commitments against projects budget and relevant financial delivery plans;
  • Provide finance-related data to support project implementation, planning and reporting;
  • Draft various correspondence concerning finance, operations and budgetary issues as required;
  • Assist team members, experts and consultants, in liaison with UNDP Operations, on financial and other operational matters;
  • Ensure that submissions for the projects are prepared in line with the UNDP standards, rules and regulations;
 
5.Support to the Project Team in effective mainstreaming of gender equality: 
 
  • Support the Justice and Security Sector 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.
 

Competencies

Functional Competencies/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
 
Building Strategic Partnerships/Maintaining information and databases
  • Analyses general information and selects materials in support of partnership building initiatives
 
Innovation and Marketing New Approaches/Implementing processes and uses products
  • Documents and tracks innovative strategies/best practices/new approaches
 
Resource Mobilization/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/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
  • 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/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 teamwork 
  • 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 humoured 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.
 

Required Skills and Experience

Academic Qualifications/Education
  • University degree in economics, law, 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 in case of secondary education.   
  • Experience in coordinating communication with Project's stakeholders and field work. 
  • Knowledge of finance management system used by UNDP 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.
Languages Requirements
  • Fluency in English and official languages of BIH, with excellent drafting and presentation skills.
 

Disclaimer

Important applicant information

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

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.

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