Project Assistant, NPSA-5

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.

Over the last years, the Republic of Serbia has stepped up its efforts at closing the digital divide separating it from more advanced EU member states, both through prioritizing the ICT industry as a source of economic growth and through investing more substantial energy into developing a functioning and citizen-oriented system of e-government. The Government of Serbia set digitalization as one of its foremost priorities – a process that should be “the most important catalyst of innovations, competitiveness and growth” for Serbia in the coming years.

With digital transformation of the national economy and public administration high on the government agenda, Serbia has a good chance for future-proofing its administration’s capabilities for rapid deployment of cost-effective, secure and citizen-focused e-services, coordinated implementation of ICT policies, and strategic digital transformation of the economy and society. The trajectory has been set with the establishment of the central Office for IT and e-Government (ITE), strengthening of the Ministerial Council for IT and Innovative Entrepreneurship, launch of the national Center for the 4th Industrial Revolution, establishment of the national AI Institute, as well as significant strides in the digitalization of education, health, and multiple other key areas.

The current portfolio team is seeking to expand with new Project Assistant, who will be responsible for day-to-day support in implementation of project activities under the guidance of the Business management analyst.

Duties and Responsibilities

Under the supervision of the Business management analyst, the Project Assistant (PA) will be primarily responsible for providing high quality project and administrative, coordination and monitoring support for the implementation of the projects. S/he will work with the Business management analyst to maintain key strategic and monitoring functions with UNDP (Serbia), government, and communities in line with the objective and outcomes of the projects.

The Project Assistant will be expected to deliver results in the areas of:

Summary of Key Functions:

• Administration, coordination, and document management

• Support to project implementation

• Support to project monitoring and reporting

• Support to project Closure

Administration, coordination, and document management

• Set up and maintain all projects’ files, including contracts and financial records, in line with UNDP, UNEP or national policies, as relevant

• Collect project-related information and data

• Update work plans and budgets in UNDP’s corporate financial system (Atlas), supported by the Programme Associate

• Administer the corporate quality review process

• Administer project budget revision control

• Establish document control procedures

• Support the preparation, organisation, and distribution as relevant of all project-related documents, inclusive of correspondence, contracts, financial statements, and other documents

Support to Project implementation

• Support the Business management analyst to ensure timely preparation and endorsement of Annual Work Plans

• Assist in the financial management tasks under the responsibility of Business management analyst, including preparation of timely requests for financial advances and direct payments, processing approved payments with all supporting documentation

• Provide coordination support to consultations and capacity building activities in-country and regionally, including logistics and travel

• Support Business management analyst in procurement, recruitment, and contract management, including verifying application of government, UNDP, or UNEP procedures as relevant

• Facilitate the activities of consultants e.g., identifying and coordinating with relevant stakeholders

• Coordinate and provide logistics support for field visits and project-related missions

• Maintain comprehensive project records, assets, and inventory in line with Government, UNDP, and UNEP processes, as relevant

• Support the development and operationalisation of a sustainability plan for the project

Support to Project monitoring and reporting

• Support Business management analyst in budget planning and monitoring of ongoing activities against the projects’ Results and Resources Framework

• Monitor and analyse project delivery for corporate and donor reporting

• Support Business management analyst in using (UNDP) Atlas and the Corporate Reporting Platform to update project progress, achievement of targets, risk logs, etc. on a quarterly basis

• Monitor financial resources and accounting to ensure accuracy and reliability of financial reports and oversees the overall financial processes for the projects in collaboration with the Business management analyst

• Support Project Steering Committee meetings, including logistics and document management

• Support the PC in managing and monitoring project risks as initially identified; support the submission of new risks to the PSC for consideration and decision on possible actions if required; and update the status of these risks by maintaining the Project Risk Log

• Monitor financial resources for effective and transparent utilisation of available resources, in collaboration with the Business management analyst

• Support preparation of quarterly and annual progress reports and other stipulated reports for submission to UNDP, UNEP, the GEF and the PSC as relevant, including the annual Project Implementation Report (PIR); identify risks, challenges and causes of potential bottlenecks to implementation and action mitigation measures, including modification to activities where appropriate

• Participate in periodic project evaluations and audits, including developing, implementing, and updating management responses and key actions

• Support the monitoring of previously identified/emerging social and environmental risks

Project Closure

Support the Business management analyst to:

• Prepare Final Project Review Report for submission to the Project Steering Committee (PSC)

• Identify follow-on actions and submit for consideration to the PSC

• Ensure the completion of tasks in the project closure checklist, including preparation of reports and other documentation as required

• Manage the transfer of project deliverables, documents, files, assets, etc. to beneficiaries as appropriate

• Support coordination, including logistics and travel, for the independent Terminal Evaluation

Perform any other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office

Institutional Arrangement

Reports to: Business management analyst

Competencies

Core
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

Thematic Area	Name	Definition
Finance	Budget Management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Finance	Financial Planning and Budgeting	Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting
Finance	Financial Reporting and Analysis	Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance
Administration and Operations	Documents and records management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration and Operations	Inventory management	Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.

Required Skills and Experience

Education:

High School Diploma completion is required
Bachelor’s degree in Business Administration, Management, Social Sciences, Accounting or related field will be given due consideration

Experience:

Minimum 5 years with High School completion or 2 years with Bachelor’s degree of professional experience in Administrative or Financial support or office operating within the international or national foreign projects or organisations.
An excellent understanding of administrative and fiscal management and committed to producing timely and accurate reports and budgets

Required skills and competencies:

Demonstrated proficiency in use of office equipment with computer literacy in Microsoft Office, spreadsheets and power point presentations, experience in financial management systems.

Desired additional skills and competencies:

Experience in teamwork and coordination/implementation of complex projects/processes that included extensive communication, coordination and facilitation requirements.
Experience with planning workshops and conferences
Excellent budget management skills
Experience in preparation of tender documents
Experience with planning workshops and conferences. Attention to details
Ability to communicate effectively

Required Languages:

Fluency in written and spoken English and Serbian

The online application form must be fully completed. Applicants are required to carefully complete their online application form and reflect all of their work experience history in the application.

Only attaching a CV is not sufficient for applicants to be considered for positions. All applicants have to complete the Experience, Education, Language, and Nationality & Permanent Residence fields fully.

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.

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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Project Assistant, NPSA-5

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