Project Associate (NPSA-7) - UNDP Moldova/ELearning - 15705

Background

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UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

During 2024 – 2027, UNDP and UNICEF will jointly implement the Project “Advancing Quality Education and Lifelong Learning Opportunities for All”, funded by the European Union. 

The overall Objective of the joint project Advancing Quality Education and Lifelong Learning Opportunities for All is to contribute to human capital development in the Republic of Moldova, improving quality and relevance of education and lifelong learning opportunities for all, for better matching the labour market demands. To achieve this, the Program will target the following specific objectives: 

1. Strengthen institutions and system for teacher and school leaders' professional development and support the implementation of education policies to enhance quality of teaching and learning (Development Strategy “Education 2030”.
2. Improve equitable access for all children to quality education, promoting the development of an inclusive, digital, and resilient education system. 
3. Upgrade learning environments through renovation of selected school infrastructures and facilitate the development of the 21st century skills, contributing to better education opportunities for pupils/students and improved efficiency of the school network.

Under this joint Project, UNDP will support professional development of teachers, promote lifelong learning opportunities for adults, and be responsible for implementing interventions under the Specific Objective number 3 mentioned above, that aims at increasing quality, relevance, and efficiency of learning. More specifically, it will support Ministry of Education and Research in enhancing the learning environments and improving the teaching-learning conditions by setting up modern learning spaces, improvement of school infrastructure of 10 model/aspirational schools. It will also aim at redesigning existing STREAM learning spaces to facilitate better learning, provision of modern technologies and teaching-learning resources and support the roadmaps for continuous development of digital learning space. The activities will ease the accessibility of students from remote areas to the model/ aspirational schools through access to transportation means and development of an integrated national system for school bus management. 

In this context, UNDP is seeking a Project Associate to ensure efficient administration of the project, as well as to support the project manager in procedural Project implementation and reporting. Project Associate will be responsible for the operations of the Project activities and timely inputs of data and records into cloud-based digital engagement platform Quantum. He/she works under direct supervision of the Project Manager.
 

Duties and Responsibilities

Assist in efficient delivery of the joint project, focusing on achievement of the following results: 

• Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies.
• Provide support to procure goods and services required by the project, in liaison with the relevant staff and units of UNDP Country Office.
• Provide administrative support in arranging Joint Project related meetings when needed.
• Participate in the preparation of work plans, operation plans and procurement plans and periodical reviews thereof.
• Provide support in quality control of Joint Project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery.
• Maintain an appropriate filing system and documenting the implementation to enable further operational and financial closure of the project.
• Provide support in regular monitoring and data collection of Joint Project activities in accordance with work plan and procurement plan.
• Provide general secretarial and administrative assistance to the Joint project in close liaison with UNDP teams, other UN agencies.

Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results: 

• Full compliance with respective UNDP and donor rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations.
• Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system. 
• Personal initiative to perform daily work timely, efficiently, and in compliance with established rules and plans.

Provide financial support to the Joint Project, focusing on achievement of the following results:

• Assist Joint Project team in drafting Joint Project progress reports with financial data.
• Assist project management in performing budget cycle: planning, preparation, revisions, and. budget execution.
• Provide assistance to partner agencies involved in Joint Project activities, performing and monitoring financial aspects to ensure compliance with budgeted costs in line with established policies and procedures.
• Monitor Joint Project expenditures, ensuring that no expenditure is incurred before it has been authorized.
• Perform preparatory work for mandatory and general budget revisions, annual physical inventory, auditing; and assist external evaluators in fulfilling their mission.
• Ensure that all Joint Project financial activities are carried out on schedule and within budget to achieve the project outputs.
• Perform all other financial related duties, upon request.
• Ensure timely submission of financial reports to the UNDP Country Office to verify the accuracy of such reports for the national partner or donor.

Provide operations support to the Joint Project, focusing on achievement of the following results:

• Ensure that UNDP procurement rules are followed during procurement activities that are carried out by the project and maintain responsibility for the inventory of the project assets;
• Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, note-to-files and justifications in cooperation with the UNDP Operations Unit.
• Coordination of surveys, DSA, travel agencies, organization of common services and other administrative surveys.
• Prepare and timely submit travel documents in accordance with UNDP requirements.
• Support with protocol matters, registration of staff, coordination with national partners on space and other administrative matters.
• Compile, organize and file information and documents for reference and use by team members.
• Preparation of documents set for vendor creation.
• Ensure proper control of the supporting documents for payments.
• Prepare and timely submit payment requests with proper support documentation to the UNDP Country Office. 
• Provide financial monitoring over Joint Project commitments and expenditures and assist the Project Manager in assuring proper Joint Project delivery.
• Keep regular contact with Joint Project experts and consultants to inform them about the Joint Project details and changes. 
• Control the usage and proper accounting of non-expendable equipment (record keeping, drawing up regular inventories), inventories and materials.
• Provide necessary administrative, financial and logistical support to the Joint Project events, including among other workshops, seminars, working meetings and visits of national and international delegations (visa support, transportation, hotel accommodation etc.).
• Keep files of Joint Project documents and expert reports and ensure general circulation of documents for knowledge management and sharing.
• Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments.
• Provide translation of documents for/to English/Russian/Belarusian as required.
• Draft Joint Project correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content as required.
• Assist in collection, preparation and submission of support documents for NPSA contracts extensions.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Project Associate will execute the duties and responsibilities outlined above under the guidance and supervision of the Project Manager.

Competencies

Core competencies:

• 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 and Technical competencies:

• Business Management- Operations Management            
  • Ability to effectively plan, organize and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
• Business Management  
  • Working with evidence and data Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making.
• Partnership management-Relationship management     
  • Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust, and mutual understanding.
• Procurement- Procurement Management           
  • The ability to acquire goods, services or works from an outside external source.
• Administration & Operations- Assets management          
  • Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in Quantum, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.
• Administration and Operations- Documents and records management  
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Required Skills and Experience

Education:

• Secondary education is required.
• Bachelor’s degree in economics, finance, business administration, management, accounting or related field will be given due consideration but is not a requirement.

Experience:

• Minimum 7 years (with Secondary education) or 4 years (with Bachelor's degree) of relevant work experience in the field of administrative work, management support, accounting, finance, or other related area. 

Languages: 

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

Required skills:

• Demonstrated experience of working in a multicultural work environment is required.
• 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 systems.

Desired skills:

• Experience of working for international organization, UN Agencies related to project implementation and previous experience managing UNDP projects will be an asset.
• Experience in development assistance or related work for a development organization, consulting company, or NGO will be an asset.
• Experience in Project administration will be an asset.
• Experience in financial administration will be an asset.
• Experience in working with international organizations project implementation will be an asset.
• Experience to communicate well and interact with key partners in project implementation and delivery will be an asset.
• Experience in project-level or state/national-level monitoring and evaluation system implementation will be an asset.

The following documents shall be required from the applicants:

• 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.
• A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

Disclaimer

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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Salariul lunar net: 25000 MDL - 31000 MDL

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