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Project Assistant (NPSA-5)

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Last update: 7 days ago Last update: Aug 5, 2022

Details

Deadline: Aug 19, 2022
Location: Serbia Serbia
Sectors: Administration Administration
Job type: Contract, 4 to 12 months
Languages:
English, Serbian English, Serbian
Work experience: From 2 years
Date posted: Aug 5, 2022

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Description

Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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.
UNDP supports countries to tackle complex development challenges and achieve the Sustainable Development Goals (SDGs) through SDG integration. In the context of its country programme for Serbia for 2021-2025, the UNDP Country Office (CO) in Serbia, through the SDG Integration (SDGi) Center is scaling up its support for the SDG agenda in Serbia through integrated policy and programming as well as innovation and learning. The SDG Integration Center, established in January 2019, highlights the new #NextGenUNDP approach to tackle complex development challenges and accelerate Serbia’s progress towards the Sustainable Development Goals by implementing integrated solutions. The Center works on cross-cutting initiatives covering a broad thematic area and it is devoted to strengthening old and acquiring new partnerships – from working with the central government institutions to private sector entities and civil society, academia, and media.

The SDG Integration Center is seeking to expand its work and is reorganizing its operations by expanding on horizontal roles and functions. The present post will provide support services to all projects and emerging initiatives underlying the achievement of SDGs in Serbia within the SDG Integration Center.
Duties and Responsibilities
Under the direct supervision of the Programme Officer for SDG Integration, the incumbent will perform the following duties:

Provide support in communication with project partners, stakeholders and beneficiaries;
Contribute to development of concept papers, project proposals, project document (ProDoc) and Project Initiation documents and other project documents in cooperation with the team members;
Contribute to preparation of written materials, reports within the assigned area. Support projects communication activities and ensure the project’s visibility in print, broadcast and social media;
Assist the project team through technical backstopping, report preparation, and translations. Support with translation of relevant communication, information notes, short reports, etc.
Support ensuring project compliance on corporate platforms, including reporting and quality assurance. Administrative and financial support;
Provide support to the project management in day-to-day coordination, arrangement of timely implementation of activities;
Provide support to the project management in planning, daily implementation, coordination and monitoring of annual work plan activities;
Liaise with stakeholders on consultations, provide information related to the expected project outputs;
Compile, analyse, summarize data and records of project activities;
Ensure accurate observance of administrative rules, regulations and procedures in line with the UNDP SOPs for Recruitment/Procurement/Finance;
Assume administrative responsibility in arrangement of meetings, seminars, workshops, conferences, advisory board meetings and other, draft agendas, prepare knowledge products, documentation, visibility materials, participant logs, press releases for media and stakeholders; prepare notes and drafts minutes of working meetings, workshops, advisory board meetings; draft correspondence relating to assigned project areas; clarify, follow up, respond to requests for information in coordination with projects team(s);
Assist the project team in preparing budgets revisions, monthly, quarterly, progress and financial reports and other required documents in due consideration of all UNDP rules and procedures;
Support the project team in preparation of reports about the status of the project budget including the status of commitments, expenses and full asset costs, advances and budget balance, budget projection as well as upon necessity update the financial projections in consultation with the project team;
Support the project team to prepare the schedule of all recurring activities with reference to Project Documents and/or Initiation Plans as well as UNDP rules and procedures (i.e. board meetings, quality assurance reporting, monitoring and risk management, evaluations, submission of recruitment plans and other documents etc.);
Prepare and submit Requests for Direct payments to the UNDP Country Office, maintain financial records, monitor and reconcile expenditures, balances, payments, statements, other data for day- to-day transactions and report;
Ensure smooth financial operation of project activities, follow up on all financial transactions and ensure tax exemption for project related goods.
Prepare vouchers, requisitions, create receipts, note to files and other required documents, monitor projects budgets in Atlas, and maintains Atlas logs in consultation with the project team;
Ensure maintenance of records on assets management. Act as the custodian for office furniture, including maintenance of inventory records, and preparation of detailed reports as required.
Maintain accurate records of leave taken and due for all programme /project staff;
Support recruitment of short-term consultants in line with rules and regulations
Perform other duties as required.

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 & Technical Competencies

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.

Knowledge generation

Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Writing and editing

Ability to create and/or edit written content in different UN languages.

Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.

Communication

Ability to 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.
Required Skills and Experience
Education:

Secondary education.
Bachelor’s degree in Economics, Finance, Business Administration, Political or Social sciences or relevant field will be given due consideration, but this is not a requirement.

Experience:

Minimum 5 years (with Secondary education) or 2 years (with Bachelor’s degree) of relevant administrative or programme/project experience at the national level.

Required Skills:

Excellent written and oral communication skills.
Demonstrated ability to work effectively as part of a collaborative team and process.
Experience in the usage of computers, office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages,
Experience in handling of web based management systems.

Desired Skills:

Ability to support budgetary aspects of the work planning process.
Work experience with the United Nations system or international organizations is an advantage.
Experience working in a dynamic environment is an asset.
Experience and knowledge of the 2030 agenda and SDGs related projects or research.

Languages:

Fluency in English and Serbian languages (written and spoken).