The United Nations Development Programme (UNDP) is the UN’s global development network, working in 177 countries and territories. In Bosnia and Herzegovina, UNDP is committed to helping the country through strengthened national and local capacities to carry out political, economic, and social reforms and promote development. In the programmatic period 2021-2025, United Nations Sustainable Development Cooperation Framework will guide the work of authorities in Bosnia and Herzegovina (BiH) and the United Nations (UN). Commitment to work together and achieve priorities in BiH is expressed by: The 2030 Agenda for Sustainable Development and selected Sustainable Development Goals (SDGs), future accession to the European Union, the Joint Socio-Economic Reforms (Reform Agenda) 2019-2022, and the human rights commitments of BiH, including other agreed international and regional development goals, and treaty obligations and conventions.
As part of the UNDP BiH’s Good Governance Sector’s portfolio, the Project for Improving Performance of Local Services (PIPLS) in Bosnia and Herzegovina has an overall objective to improve access to critical public services through better governance and greater investment in local infrastructure. This outcome will be pursued through three interlinked and mutually reinforcing results taking place across 15 local and 2 cantonal governments pre-selected based on a set of criteria, to include willingness to undertake structural reforms, the presence of a guiding integrated strategy document, and a proven track record in implementing development cooperation projects.
The Administrative Officer will work under the direct supervision of the Project Manager by performing the tasks listed here-below.
Provides effective administrative management and logistical support:
- Ensure full compliance of project administrative activities with UNDP rules, regulations, policies and strategies;
- Assisting Project Manager in resolving questions related to budgets, payments, and procurement
- Translating and preparing official documents as necessary;
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ERP;
- Drafts job descriptions, requests for recruitments, interview minutes and requests for contract;
- Collection, analysis and presentation of information for monitoring and evaluation of project implementation against project targets;
- Monitors quality of delivery of inputs provided by the consultants, beneficiaries and contracted companies and communicates findings to supervisor
Financial monitoring and management:
- Ensures that all expenses are in line with budgetary provisions and per Annual Work Plan;
- Prepares and monitors budget forecasts, cost allocations, and expense reports;
- Maintains project accounts as per standard accountancy and financial procedures
- Ensures that all transactions are correctly documented;
- Provides budgetary inputs for preparing annual work plans for the project;
- Monitors the expenditure reports periodically and document on variances and deviations:
- Do necessary financial analysis on project expenditure;
- Processes all following financial transactions in UNDP in the areas of: submission of request for vouchers creation, Requisition (prepares requisition and follows the purchase orders processing), supports Customer/Vendor info updates.
Management and organization of procurement processes:
- Coordinating procurement processes and selection processes for consultancy assignments including drafting terms of references (TOR) and contracts;
- Managing programme procurement with technical input from the CO Procurement team, determining procurement strategy and requirements and implementing procurement;
- Preparing supporting documents for contract approval and case submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
- Managing contracts through the monitoring of contract expiration, the on-time renewal of contracts, and/or the tracking of deliverables;
- Preparing inter-office memorandums, justification notes, and other supporting documents as necessary for procurement matters;
- Timely payment for services and goods rendered.
Facilitation of knowledge building and knowledge sharing:
- Participates in trainings for the operations/projects staff on HR, POPP, etc. and organize briefings for the project staff where necessary on new internal procedures;
- When necessary, provides guidance to project staff in business processes, administrative and other requirements, and procedures;
- Supporting the programme in the management of knowledge sharing events and logistics related the knowledge management;
| 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
| Business Acumen and Commercial Thinking |
Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome |
| Partnership Management |
Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies |
| Communication |
Ability to 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 |
| Negotiation and Influence |
Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates ‘win-win’ situations |
| Legal |
Knowledge of applicable legal framework |
| Inclusive Growth |
Economic Transformation, Policy and Planning |
| Finance |
Budget management |
- Master’s degree in Business, Economics or Public Administration, or
- Bachelor’s degree with additional two years of experience will be given due consideration in lieu of Master’s Degree.
- Minimum two years (with Bachelor's degree) of administrative or project experience
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management system
Desired Skills:
- Being able to establish and develop networks that deliver powerful collaborations
Languages:
- Fluency in English as well as in official languages of BIH (written and spoken).
Institutional Arrangement
The Administrative Analyst will work under the direct supervision of the Project Manager
Required Documents
- Personal CV or P11, indicating all past positions held and their main underlying functions, their 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.
- 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.