Over the past years, the Ministry of Internal Affairs (MIA) and its sub-divisions engaged in a number of structural changes to comply with best EU practices in this field (e.g., new pieces of legislation, internal restructuring, demilitarization of MIA, reform of carabineer troops, developing a dual public order system, delimitation of Police from MIA and creation of a new police structure – General Police Inspectorate) and to improve the quality of services delivered. Despite some progress, there is room for more decisive and profound actions.
The comprehensive character of internal affairs reform requires systemic changes and interventions at different levels and in various areas: legislative, institutional, operational, professional, community, individual, etc. This approach requires specific knowledge, capacities and experience the national stakeholders are lacking. Thus, targeted assistance is needed to support the national stakeholders in strengthening institutional capacities, reengineering internal business processes, improving strategy coordination capacities and putting in place modern operation instruments and tools, which will help achieving sustainable results of reform for the benefit of men and women in the Republic of Moldova.
Responding to this challenge, the UNDP interventions in the internal affairs sector will shift from policy formulation to the practical implementation of priorities defined in the national policy documents, aiming 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 enhanced capacities of MIA and GPI to coordinate and implement sector reform agenda, better internal Police communication capacities, modernized Police/internal affairs human resources management system, strengthened professional training capacities of the Police system, further improved forensic capabilities and support in implementation of community policing concept. Other intervention areas may be identified and integrated into the Project workplans during the implementation period.
The interventions are aligned to the strategic priorities set in the United Nations-Republic of Moldova Development Assistance Framework (UNDAF 2018-2022), that highlights the need for continuous support in promoting democratic governance, human rights and gender equality by contributing to achieving Outcome 1: “The people of Moldova, in particular the most vulnerable, demand and benefit from democratic, transparent and accountable governance, gender-sensitive, human rights- and evidence-based public policies, equitable services, and efficient, effective and responsive public institutions.” In addition to this, UNDP’s Country Programme Document for the Republic of Moldova (2018-2022) is setting more details, specifying that: “Women and men, including from minority and marginalized groups, are enjoying rule of law and protection of human rights ensured by inclusive institutions”.
The overall objective of UNDP interventions is to assist the MIA and GPI in developing an accountable, efficient, representative, transparent and professional law enforcement system, closer to the best international practices. Furthermore, they are designed to address the needs of the MIA for the implementation of the sector reform in line with national priorities and policies, in particular by establishing effective systems ensuring human security and a rapid coordinated response to the crisis situations, and by the modernization of internal ICT tools, networks and equipment to achieve better efficiency, transparency and accountability.
Duties and Responsibilities
Under the overall guidance of the Project Manager the incumbent assists in effective and efficient implementation of programme activities through a range of actions contributing for the implementation of the project.The Project Associate works in close collaboration with the Effective Governance Cluster team and with the relevant staff of the Ministry of Internal Affairs and its subordinated divisions, as well as with the UNDP Country Office’s Programme, Operations and Communications teams 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 financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.
- 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 project budget status reports;
- Respond to queries from the beneficiary, donors, and UNDP with respect to financial aspects of the project, 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 experts 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.
- In accordance with the Work Plan arrange for procurement of equipment, supplies and services;
- Process in ATLAS the transactions in line with the Internal Control Framework;
- 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.
- Pro-actively contribute to day-to-day project 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/ consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
- Arrange external and internal meetings as per request of the Project manager (including the meetings of the Project Steering Committee (Board), technical level, as well as other relevant meetings etc.), workshops and field visits;
- Prepare and issue contracts;
- Make pertinent logistical arrangements for the prompt and effective implementation of the project activities;
- Draft minutes of Project Board meetings and other project related meetings;
- Maintain updated networks of project counterparts, contractors, consultants and suppliers;
- Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records.
Perform other duties as assigned.
- Acts as a team player and facilitates teamwork;
- Focuses on result for the client and responds positively to feedback;
- Ability to establish priorities, achieve results and meet strict deadlines in an effective manner, maintaining a high-quality standard throughout;
- Tolerates conditions of stress, uncertainty or ambiguity and continues to maintain a positive outlook and to work productively.
Knowledge Management and Learning
- Shares knowledge and experience;
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
- Understands the main processes and methods of work related to the position (financial resources management);
- Possesses basic knowledge of organizational policies and procedures related to the financial resources management 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.
Development and Operational Effectiveness
- Ability to perform a variety of specialized tasks related to Results-Based Management, including support to design, planning and implementation of Project, managing data, reporting;
- Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment;
- 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;
- Excellent planning and organizational skills;
- Ability to achieve results and deadlines in a timely manner, maintaining a high standard throughout.
- 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.
- Self-development, demonstrates openness to change and ability to manage complexities.
- Initiative-taking. Consistently approaches work with energy and a positive, constructive attitude.
- Acting as a team player and facilitating teamwork.
- Facilitating and encouraging open communication in the team, communicating effectively.
- Creating synergies through self-control. Remains calm, in control and good humored even under pressure.
- Managing conflict.
- Informed and transparent decision making.
Required Skills and Experience
- University Degree in economics, finance, accounting, law, public administration or another related field.
- At least five years of experience in administrative work, accounting/finance, economics, or other substantive area is required.
- 3 years of experience in development assistance or related work for a donor organization, consulting company, or NGO.
- 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.
- Fluency in both oral and written English and Romanian.
- Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.
UNDP is an employer devoted to gender equity and to providing equal opportunities to both women and men.
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.
Vacancy End Date: 11 January 2021
To apply please address the link: http://bit.ly/3gOCJ0S