Project Associate - The Regional Programme on Local Democracy in the Western Balkans 2 (ReLOaD2) Project
Please note that the person selected for this position will be offered a contract with UNDP under its National Personnel Services Agreement (N-PSA) modality (NPSA6 level). The UNDP Service Contract modality is phasing out over the coming year. More information about the N-PSA is available here: https://popp.undp.org/_layouts/15/WopiFrame.aspx?sourcedoc=/UNDP_POPP_DOCUMENT_LIBRARY/Public/HR_Non-Staff_National%20Personnel%20Services%20Agreement_NPSA.docx&action=default
Under the supervision of the Regional Programme Manager and direct supervision of the Project Manager, the Project Associate will ensure successful administrative and operational support to implementation of the ReLOaD2 activities related to CO of Kosovo? component of the project.
The Regional Programme on Local Democracy in the Western Balkans 2 (ReLOaD2) is a continuation of the EU-UNDP partnership and previously supported initiative – ReLOaD1 implemented in the four-year period 2017 - 2020.ReLOaD2 continues to strengthen participatory democracies and the EU integration process in the Western Balkans by empowering civil society and youth to actively take part 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 (BiH), North Macedonia, Kosovo, Montenegro, and Serbia.
Working across the region, ReLOaD2 will enhance 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 development strategies.ReLOaD2 in Kosovo will through competitive process select 7 new partner local governments and will focus on institutionalization of interaction between local governments and CSOs. It will incite partner local governments to use public funding for CSOs in a transparent and development-oriented manner, recognizing local needs and embracing a project-based approach. Also, the Action will promote youth engagement and support implementation of youth initiatives and will work on improvement of their economic perspectives in partner localities.The total budget of the ReLOaD2 is EUR 12.63 million (USD 14,78 million), while the component for Kosovo totals EUR 1.38 (USD 1. 65). The Project duration is 48 months (2021 – 2024). The anticipated start date of the Action is January 1, 2021.
The Project Associate will be responsible for daily support of a Project Manager based in UNDP Kosovo Country Office in Prishtinë/Priština. This position is subject to availability of funding. The incumbent will be based in UNDP Kosovo office in Prishtinë/Priština.
Duties and Responsibilities
1) Administrative and operational support to Project implementation in Kosovo, ensuring quality of business processes;
- Ensures that business processes are in line with the UNDP regulations and rules and the UNDP internal control framework;
- Ensures full compliance of administrative and procurement procedures for successful implementation of the project component Kosovo, in line with the Regional Project Office and other UNDP Country Offices;
- Liaise with the Regional Project Associate to transfer the best practices and unify project operating procedures;
- Collects data and prepare financial and narrative reports to the Project Manager and Regional Programme management as per reporting schedule and on ad hoc basis and provide regular (monthly, weekly) reports to the Project Manager and the Regional Office;
- Regularly monitors expenditures and commitments against the Project’s budget and relevant plans, and provides finance-related data to support Project implementation and planning;
- Supports procurement and administrative activities and processes;
- Organizes travel and other logistics arrangements, in line with work plans;
- Support recruitment activities, monitors delivery of inputs provided by the consultants, beneficiaries and contracted companies and communicate findings to Project Manager;
- Maintains timetables for the Board of Partners and provides support to organizing and holding the meetings, including the preparation and dissemination of information and follow-up activities;
- Assists in preparation of draft job descriptions, vacancy announcements, requests for recruitments, interview minutes and requests for contract;
- Ensures full completion of monthly leave reports and attendance records of project staff;
- Provides support in organization of external evaluation of the Project in Kosovo;
- Coordinates and organizes field visits, missions and conferences for the national Project component;
- Ensures regular office work is completed in a timely manner, including maintaining of all programme files, correspondence, photocopies, photos, etc.;
- Drafts various correspondence concerning finance, operations and budgetary issues as required RO and CO;
- Maintains the inventory of project assets/equipment and project correspondence and files.
2) Support to implementation of field activities in partner local governments;
- Supports the Project Manager in process of selection of partner LGs, in line with predefined criteria approved by the Board of Partners;
- Assists partner LGs and CSOs to understand the Project objectives and effectively participate in the project implementation;
- Supports the Project Manager in reviewing LGs work plans and proposing interventions to ensure activities are implemented in line with local strategies;
- Supports and coordinates field activities to ensure timely and quality implementation of the field activities and the Project in general;
- Supports regular field monitoring missions to oversee implementation of CSO projects in the field;
- Supports LG in implementation of activities, in line with workplans, and serve as quality control mechanism with purpose to enable provision of better delivery services through CSOs;
- Supports organization workshops, trainings, sessions, conferences, and other events;
- Collects data and all relevant information to effectively contribute to measurable review of results and longer-term programme effects, as per the programme M&E plan and logical framework;
- Travels regularly to partner LGs for individual meetings, events, focus group meetings, trainings, and other project related activities, and ensures effective work relations with partner LGs;
- Supports preparation and implementation of local governments’ contractual and financial obligations towards UNDP Kosovo (Cost-sharing Agreements/Financial agreement, Memorandum of understanding, etc.);
- Maintains good communication and information exchange with the Regional Associate and other ReLOaD teams in other WB Country Offices;
- Ensure compatibility of all CSOs visibility products with the visibility guidelines;
- Provide assistance to CSOs and local governments in promotion and visibility activities respecting Project’s and donor requirements.
- Any other related duty as assigned by the Project Manager.
3) Facilitation of knowledge sharing within the Project;
- Participates in trainings for the project staff within the Project on POPP as well as on UNDP procedures;
- When necessary, provides guidance to project staff in business processes, administrative and other requirements and procedures;
- Contributes to relevant knowledge networks and practice sharing activities.
4) Ensure effective mainstreaming of gender equality.
- Supports the Project Manager in mainstreaming gender equality;
- Supports preparation of gender equality background materials for use in discussion, correspondence and briefing sessions;
- Ensures that all the data, when collecting and compiling inputs relating to the Project, are gender disaggregated;
- In the preparation of meetings/consultations/trainings/commissions ensuring a minimum of 30% participation of the other sex.
The Project Associate will work under the supervision of the Regional Programme Manager and direct supervision of the Project Manager.
- 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.
- Informed and transparent decision making
A Policy-Oriented Agenda
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
- Provides background information to identify opportunities for project development and helps drafting proposals
Building Strategic Partnerships
Level 1.1: 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
Level 1.1: Implementing processes and uses products
- Documents and tracks innovative strategies/best practices/new approaches
- Responds positively to new approaches
Level 1.1: Providing information for resource mobilization strategies
- Maintains information/databases on potential and actual donors
- Maintains database of programme/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
- 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
Level 1.1: Research and analysis
- Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
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
- Responds to client needs promptly
Required Skills and Experience
- Secondary Education (with six years of relevant work experience) or BA Degree (with three years of relevant work experience) in Political Sciences, Social Sciences, Administration or Economics.
- Six (6) years of relevant work experience with Secondary Education is required or three (3) years with BA Degree.
Desired additional skills and competencies:
- Knowledge of finance management system used by UNDP would be an asset.
- Fluency in in both oral and written English.
- Fluency in local languages (Albanian and Serbian) is required.
The following documents are required from the applicants:
- P11, indicating all past positions held and main underlying functions, durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers. P11 Form can be downloaded at http://www.ks.undp.org/content/kosovo/en/home/operations/jobs/
- A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
- Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.
To submit your application online, please follow the steps below:
- Download and complete the the UNDP PERSONAL HISTORY FORM (P11);
- Click on the "Apply now" button;
- Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. You can type in, or paste your short Resume into the last box;
- Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed UNDP Personal History Form (P-11);
- System will only allow one attachment. All docs (P11, academic qualifications/diploma) should be included as one attachment.