Anunțuri de Angajare

Background

"Enhancing democracy in Moldova through inclusive and transparent elections” (phase II) is a Project that sets the overall goal to achieve an enhanced transparency and inclusiveness of the electoral process in Moldova by ensuring a more independent and credible electoral administration and better informed and pro-active citizens. During 2020 – 2023, the Project intends to support an increased inclusiveness of the electoral process by 1) strengthening the cyber-security and functionalities of the State Automated Information System “Elections”; 2) enhancing the political participation of citizens by setting up and implementing civic education and voter’s information programmes; 3) strengthening the capacities for effective and coherent oversight and monitoring on political parties financing; and 4) improving the legal and regulatory framework to respond to the Election Observation Missions recommendations.

Under the guidance and direct supervision of the Project Manager and the Programme Associate, the incumbent contributes to an effective and efficient implementation of Project through a range of actions contributing to the design, planning, management and monitoring of Project 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. The Project Associate works in close collaboration with the Project team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex 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

The Project Associate will contribute to the implementation of the project through the support he\she will be providing to the Project Manager and the Senior Project Officer in dealing with administrative and financial aspects of the project implementation. The incumbent will work under guidance and direct supervision of the Project Manager and in close collaboration with the Senior Project Officer. In addition, the Project Associate will assist Project Manager and other project personnel in implementation of day-to-day activities, as required.
The Project Associate will apply and promote the principles of results-based management (RBM), as well as client-oriented approach consistent with UNDP rules and regulations. 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.
Under the direct guidance and supervision of Project Manage, the Project Associate will ensure the provision of administrative and financial services of the highest quality and standards to the project team, UNDP Country office, as well as national counterparts and clients. In particular he\she will:

Support the administrative management through:

Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
Monitor compliance with UNDP, USAID and UK GGF standards and ensure quality control of programme filing systems and files;
Assume overall responsibility for the coordination of administrative matters;
Provide advice to the team on financial and administrative issues;
Provide support to international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc) and coordinate short-term consultants;
Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
Prepare and issue contracts;
Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
Draft minutes of Project Board and other project related meetings;
Assume responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
Arrange and coordinate translation services for the Project;
Arrange external and internal meetings (including the meetings of the Project Board, pre-bidding conferences, launching events, workshops, interviews, as well as other relevant meetings etc.).

Ensure the financial management through:

Ensure compliance with all corporate rules and regulations and donor requirements in the field of financial planning, expenditures tracking, and reporting;
Monitor Project budget expenditures and maintain a proper record of approved Project budgets and their revisions;
Prepare requests for advance of funds and/or direct payments; ensure the payments are done in accordance with the Project Work Plan and approved budgets;
Prepare proposals for budget revisions based on inputs from other Project personnel;
Prepare and submit expenditure and Project budget status reports;
Prepare periodical procurement and inventory reports;
Prepare recurring reports as scheduled and special reports as required for budget preparations and Project audit(s);
Respond to queries from the Government and UNDP with respect to financial aspects of the Project, liaise with UNDP-appointed and external auditors wherever required;
Monitor the cost-recovery charges;
Perform necessary checks of the financial reports submitted by sub-contracted project implementers;
Advise and assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
Calculate and process travel-related entitlements and payments ensuring compliance with UNDP travel policies and procedures;
Create and manage e-requisitions in ATLAS;
Creates vouchers in ATLAS, if delegated by the Country Office;
Support the procurement processes by contribution to development of requirements and ToRs for goods and services, involvement in the proposals’ evaluations and contracts’ negotiation and issuance;
Coordinate the use of Long-Term Agreements;
Perform any other duties connected directly with the implementation of the Project as required.

Support the procurement processes through:

Organize the procurement of goods and services in accordance with the Project Work Plan ensuring full compliance with UNDP rules and procedures;
Elaborate the procurement plan for the Project and monitor its implementation;
Arrange for equipment maintenance and insurance, as required;
Clear and ensure delivery of goods procured for the various Project sites;
Maintain an equipment and spare inventory including verification and transfer, when required.
Other duties as assigned.

Competencies

Corporate competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
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.

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 project implementation 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

Min. Academic Education:

University Degree in Economics, Finance, Accounting, Public Administration or another related field.

Min. years of relevant Work experience:

At least five years of experience in administrative work, accounting/finance, economics, or another substantive area;
At least two years of previous 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 advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems.

Desired additional skills and competencies:

Previous experience with USAID/UK GGF/UNDP is a strong advantage.

Required Language(s) (at working level):

Fluency in oral and written English and Romanian.
Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Russian, Ukrainian or sign language would be an asset.

Disclaimer

Important applicant information

All posts in the N-PSA categories are subject to local recruitment.

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.

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.

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

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.

Scam warning

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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.

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. The UNDP Service Contract modality is phasing out over the coming year. More information about the N-PSA is available here https://bit.ly/341OFXC

Extended Deadline: 1 November 2021

To apply please address the link: https://bit.ly/3utsBBv