Project Associate vacancy - Support to Police Reform Project - UNDP Moldova

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Background

The comprehensive character of Police reform involves systemic changes and interventions at different levels and in various areas: legislative, institutional, operational, professional, community, individual, etc. Responding to this challenge, the Support to Police Reform Project shifts from policy formulation to practical implementation of priorities defined in the Police Development Strategy 2016-2020, seeking to further strengthen institutional and professional capacities of MIA and Police units and provide technical assistance in specific areas of intervention that are equally important for the steady progress of the reform. These refer to better communication capacities of Police, modernized Police human resources system (including recruiting and hiring in gender and diversity sensitive way), enhanced capacities of MIA and GPI for coordination and implementation of Police Development Strategy, strengthened training capacities of GPI, and support in implementation of community policing concept.

The overall objective of the project is to assist the MIA and GPI in developing an accountable, efficient, representative, transparent and professional police force, closer to the best international practices. Therefore, the project will continue to support national stakeholders in police reform implementation and in strengthening institutional capacities, as well as to ensure that the reforms are on track and the resources are used efficiently. The results and activities of the project are designed to help MIA and GPI to fulfill the internal modernization efforts and strategic objectives in line with international best practices including mainstreaming and promotion of human rights and gender responsiveness.

Under the guidance and direct supervision of the Project Manager the incumbent assists in the effective and efficient management of the projects, initiatives and events through a range of actions contributing to the planning, implementation, management and monitoring of the corresponding activities. The Project Associate applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

Project Associate, together with Project Driver provides support to the Project Manager in administrative and financial matters to ensure effective and efficient implementation of the mentioned interventions that include separate financial management and reporting, as well as procurement of goods and services.

The Project Associate works in close collaboration with the Programme, Operations, Communications and other project teams in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex programme/project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Duties and Responsibilities

Administrative management

  • Pro-actively contribute to day-to-day projects implementation and ensure conformity to expected results and project work-plans;
  • Provide support to national and international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc);
  • Maintain records on all project personnel and their respective status (contracts, ToRs, time and attendance.) in accordance with accepted policies and procedures;
  • Prepare and issue contracts;
  • Make arrangements for projects related travel (booking hotels, tickets, contracting interpreters issuing and processing the Travel Authorizations);
  • Make pertinent logistical arrangements for the prompt and effective implementation of learning activities (training and study visits), as well as of Conferences, Workshops, Round-tables, etc.;
  • Draft minutes of the Project Board and other projects related meetings;
  • Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
  • Arrange external and internal meetings (including the meetings of the Project Board, Technical level, as well as other relevant meetings etc.) and coordinate, as applicable short-term logistical support staff.

Financial management

  • Prepare requests for advance of funds and/or direct payments;
  • Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions;
  • Prepare proposals for budget revisions;
  • Prepare and submit expenditure and programme budget status reports;
  • Respond to queries from UNDP with respect to financial aspects of the programme, liaise with UNDP-appointed and external auditors wherever required;
  • Prepare recurring reports as scheduled and special reports as required for budget preparations and audit;
  • Advise and assist international and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
  • Undertake other financial and administrative tasks on an ad hoc basis.

Procurement

  • In accordance with the Work Plan arrange for procurement of equipment, supplies and services;
  • Create and manage e-requisitions in ATLAS;
  • Arrange for equipment maintenance and insurance as required;
  • Ensure that contractual processes follow the stipulated UNDP procedures;
  • Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
  • Maintain the equipment and spare inventory including verification and transfer when required.
  • Perform other relevant duties as required.

Competencies

Corporate Competencies:

  • Demonstrates commitment to UNDP’s mission, vision and values;
  • Adheres to the core values of the United Nations; in particular, is respectful of differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status;
  • Exerts strict adherence to corporate rules, regulations and procedures. Familiarity with the internal control framework and results-based management tools is a must;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning

  • Shares knowledge and experience;
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

  • Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment;
  • Ability to establish and maintain contacts with senior-level officials of the host government required. Excellent interpersonal skills are essential part of the job;
  • Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents.

Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Remains calm, in control and good humored even under pressure;
  • Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

  • University Degree in economics, finance, accounting, law, public administration or other related field. Additional training and certification in financial project management would be an advantage.

Experience:

  • Seven years of professional experience of which at least three years of experience in developmental assistance projects, including administrative work, accounting/finance, economics, or other substantive work;
  • Experience working with an international organization, donor organization, consulting company, or NGO is a definite advantage;
  • Previous experience of work with the UNDP is a strong advantage;
  • 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 web-based management systems.

Language requirements:

  • Fluency in oral and written English, Romanian and Russian;
  • Knowledge of one or more minority languages relevant for Moldova, including Romani, Gagauzian, Bulgarian, Ukrainian and sign language, is an asset.

Disclaimer

UNDP is an employer committed to gender equity and to providing equal opportunities to both male and female.

UNDP is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply.

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.

Please note that only applicants who are short-listed will be contacted.

Online applications can be submitted by registered users only. Self-registration link is available at the next page and requires candidates to provide a valid email address.

To learn more and apply for this and other positions please visit our site at: http://www.md.undp.org/content/moldova/en/home/jobs.htm

Application deadline: 18 November 2018




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