Administrative Associate (NPSA-6) - Country Office/UNDP Moldova

Administrative Associate (NPSA-6) - UNDP Moldova Country Office - 24322

Deadline / Termenul-limită: 5 March 2025

To apply please follow the link / Pentru a aplica, va rugam sa adresati link-ul: APPLY

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. 

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.

Office/Unit/Project Description

UNDP in Moldova is guided by the Country Programme Document, and the UN-Moldova Development Assistance Framework, which are in line with the priorities of the Government. Our work is concentrated in three focus areas: effective governance, justice and human rights; inclusive growth; climate change, environment and energy.

The Operations Unit provides a variety of services to other Units in the Country Office, to UNDP development projects and to other UN Agencies.

Administrative Associate works in close collaboration with the Programme, Operations, Communications and 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, internal SOPs, as well as implementation of the effective internal control 

Scope of Work

Under the guidance and direct supervision of the Head of Operations the incumbent assists in the effective and efficient provision of administrative services to projects and UN Agencies.  Administrative 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 incumbent supports CO to provide services of financial and administrative type to projects and UN agencies based on long-term arrangements or ad-hoc requests:

Administrative and travel management

• Provide support to projects’ requests on administrative related issues;
• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
• Make pertinent logistical arrangements for events organized by projects, CO and UN agencies;
• Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records, where applicable;
• Provide support for procurement of equipment, supplies and services;
• Create and manage e-requisitions in Quantum;
• Provide services of travel administration (organizing travel, procuring tickets, preparing requests for travel and processing travel claims);
• Guide and assist staff, international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
• Prepare and submit proposals for annual DSA review;
• Respond to queries from the beneficiary institution, donor and UNDP with respect to travel aspects and external auditors wherever required;
• Prepare recurring travel reports as scheduled and special reports as required for budget preparations and audit;
• Monitor Travel and Expense Dashboard and follow up on pending claims, tickets and cash advances;
• Provide on the job related induction briefing for newcomers;
• Maintain proper filing system for travel records and documents

Financial and accounting support 

• Prepare requests for direct payments; 
• Ensure proper control of the supporting documents for payments and their compliance with established procedures and regulations;
• Prepare all types of payment invoices for development, management projects and on-behalf of Quantum and non-Quantum Agencies;
• Respond to queries with respect to financial aspects and follow up any questionable finance related issues with UNall;
• Provide support for timely preparation and clean-up of cost-recovery information for services provided by UNDP. Proper clean-up, sorting and compilation of reports for efficient cost recovery;
• Assist internal and external auditing of management and development projects;
• Provide support to Finance Unit for preparing financial reports.

Coordination support:

• Act as the primary coordination point among Procurement, Finance, HR, ICT units to ensure seamless administrative operations.
• Facilitate communication and information sharing across the Operations Team.
• Monitor administrative workflows, ensuring that tasks are completed efficiently and in alignment with organizational policies and deadlines.
• Organize and coordinate operational meetings, including drafting agendas, preparing minutes, and ensuring follow-up actions are tracked and implemented.
• Prepare summary reports for senior management on key administrative updates and challenges.
• Ensure all administrative documents, SOPs, and guidelines are up-to-date and accessible to relevant staff and personnel.
• Assist in interunit coordination for logistical and operational needs, including office space management, procurement planning, and onboarding of new staff.
• Work closely with Procurement, and Finance units to facilitate procurement of office supplies, and budget tracking for administrative costs.
• Identify and address administrative bottlenecks by coordinating between relevant units and escalating issues when necessary.
• Provide support in troubleshooting operational challenges to enhance efficiency.
• Support training and knowledge-sharing initiatives for administrative best practices within the Operations Team.
• Act as a resource person for staff on administrative procedures and systems.

Support knowledge building, knowledge sharing and capacity building relevant to the assigned project. 

• Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action. 
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

Direct supervisor: Head of Operations

Administrative Associate, under the direct supervision of the Operations Manager/Head of Operations, will ensure effective execution of administrative services and processes in CO and transparent utilization of financial resources.  Administrative Associate will promote a client-oriented approach consistent with UNDP rules and regulations.

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 & Technical competencies

Business Management: Results-based Management

Ability to manage the implementation of strategies,programmes, and projects with a focus at improved performance and demonstrable results. Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools.

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

Business Management: Communication

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. Ability to manage communications internally and externally, through media, social media and other appropriate channels

Administration & Operations: Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc

Administration & Operations: Travel contract management

Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts

Finance: Budget management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Finance: Accounting (General)

Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Minimum Qualifications of the Successful NPSA

Min. Academic Education

• Secondary Education is required. 
• University Degree in Economcs, Finance, Accounting, Law, Public Administration or related field will be given due consideration, but it is not a requirement. 
• Certification in financial or travel management would be an advantage.

Min. years of relevant Work experience

• Minimum of six (6) years (with secondary education) or three (3) years  (with bachelor’s degree) of experience in administrative work, accounting/finance, economics, or other substantive area is required.

Required skills and competencies

• 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.

Desired additional skills and competencies

• Previous experience in development assistance or related work for a donor organization, travel company, international company or NGO is a very strong advantage.
• Experience in preparation of financial reports and overviews is an asset.
• Experience and knowledge of monitoring and evaluation tools is desired. 
• Proven experience in travel management is an asset.

Required Language(s) (at working level)

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

Travel          

Upon necessity and if required.

The following documents shall be required from the applicants:

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

The monthly salary for this position ranges from 24,450 MDL to 29,000 MDL net, depending on the candidate’s level of experience and qualifications.

Disclaimer

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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