Project Assistant

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.

The UNDP office in Skopje currently employs a team of 71 and manages a portfolio of projects in environment and energy, democratic governance and inclusive prosperity worth around USD 17 million.

Under the overall guidance of the Programme Officer and direct supervision of the the Project Manager the Project Assistant will be responsible for the overall support and implementation project, performing a variety of standard operational services within the project framework ensuring high quality and accuracy of work.

This is a national Roster for UNDP North Macedonia CO. Will include a list of pre-vetted, highly qualified candidates with progressively responsible administrative or project experience intended to fast-track recruitment processes as positions become available. After a rigorous selection process, successful candidates will be placed in the Roster. Being selected for the Roster does not guarantee a placement. Candidates placed on the Roster will be reviewed when a relevant position becomes available and if found suitable will go through simplified selection and/or review process.
Duties and Responsibilities

The incumbent’s duties are outlined below and should be fulfilled in line with the prevailing UNDP rules and procedures as well as with due compliance with the UNDP internal control framework.

Perform administrative and financial duties related to implementation of the project;
Provide administrative and operational support to implementation of the project ensuring full operational compliance and quality of business processes;
Facilitate knowledge sharing within the Project;
Support project manager in ensuring effective mainstreaming of gender equality.

1.Ensuring effective Performance of administrative and financial duties

Prepare requests of payments upon conducting proper control of the supporting documentation and ensuring that the supporting documentation meets the requirements and standards of UNDP rules and procedures;
Ensure optimal flow of payments toward contractors to avoid delays (tracking the payments in the system and intervene as required);
Assist in preparation of budget plans, budget revisions, financial reports, payments and status of funds and expenditures;
Assist in analysis of financial information, availability of funds, readjustment of funds, monitoring of delivery of funds;
Maintain the projects’ financial books and assure that necessary financial, procurement, disbursement and personnel matters are effectively addressed;
Perform tasks in ATLAS in conjunction with the functions/roles given (creating requisitions, assisting in preparation of budget plans, budget status of funds, drafting budget revisions, uploading project - related documents particularly with reference to RMG requirements, generate various reports, etc.)
Review/ financial reports submitted by counterparts, as needed;
Prepare timely and accurate financial reports based on donor and projects requirements and provide timely reports from Atlas (such as monthly reports; quarterly reports, CDRs etc.).
Establish effective projects financial monitoring system that enable the projects to have a timely and accurate information
Support monitoring and communication officer in data collection, processing and tracking of progress in relation to project targets.

2. Providing administrative and operational support to project implementation in the country, ensuring quality of business processes

Ensures that business processes are in line with the UNDP regulations and rules and the UNDP internal control framework;
Provide direct support to the procurement processes including support to the tender evaluation and minutes taking/writing;
Support management of contracts with companies (consultancies, works and supply of goods) and individuals (consultancy and other services). Organize a system of tracking contract implementation and ensure that project management is timely alerted on the key milestones (e.g., submission and payment deadlines), and possible deviations of the original contract schedules. Prepare and necessary documentation for the possible extension of contract (cost and non-cost)
Assist in preparation of project work-plans through providing support in data collection, systematization and analysis of information, inter-action with institutions in data collection;
Supports project manager and monitoring and communications officer in monitoring delivery of project outputs;
Provides support to organizing and holding the meetings, including the preparation and dissemination of information and follow-up activities;
Assists in preparation of interview minutes and requests for contract;
Ensures full completion of monthly leave reports and attendance records of project staff;
Ensures regular office work is completed in a timely manner, including maintaining of all programme files, correspondence, photocopies, photos, etc.;
Drafts various correspondence concerning finance, operations and budgetary issues as required;
Maintains the inventory of project assets/equipment and project correspondence and files;
Supports organization of workshops, trainings, sessions, conferences, and other events.
Collects data and all relevant information to effectively contribute to measurable review of results and longer-term programme effects, as per the programme M&E plan and logical framework.
Any other related duty as assigned by the Project Manager.

3.Facilitate knowledge sharing within the project

Participate in the training for the operations/project staff on administration and other relevant topics;
Keep track of the changes of UNDP procedures and provide timely advice to the Project Manager and other team members as applicable on what are the applicable procedures to fulfilling the project objectives;

4.Ensure effective mainstreaming of gender equality:

Ensure that all the data, when collecting and compiling inputs relating to the Project, are gender disaggregated to the extent possible;
Support the reporting on gender mainstreaming as part of the corporate documents.
Support the Project Manager in mainstreaming gender equality;
Support preparation of gender equality background materials for use in discussion, correspondence and briefing sessions;

Institutional Arrangement

The Project Assistant will report to the Project Manager. The Project Assistant will be located in Skopje but will frequently travel throughout the country if required by the project.
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
Procurement Sourcing Procurement Sourcing Ability to find, evaluate and engage suppliers of goods and services
Administration & Operation Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations

Events management (including

retreats, trainings and meetings)

Ability to manage events, including venue

identification, accommodation, logistics, catering,

transportation, and cash disbursements, etc
Finance Management and cost accounting Finance Management and cost accounting Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring. Ability to use a range of costing techniques and analyse cost related data to provide quantitative information to the users of reports.
Financial Reporting and analysis 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.
Budget management Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Required Skills and Experience

Min. Education requirements Secondary education is required. A University degree is not mandatory but is a strong asset.
Min. years of relevant work experience

At least 5 years’ experience (2 years for candidates with University Degree) of progressively responsible administrative or project experience

Required skills

Experience in project administration (finance, general administration)
Proven track record and experience in performing administrative, finance and operational tasks in an international organization
Experience in organizing workshops, trainings and similar events
and handling correspondence between different stakeholders, managing day-to-day activities related to event organization, etc.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages

Desired skills in addition to the competencies covered in the Competencies section

Knowledge of project finance, knowledge of finance and accounting concepts, principles, regulations and policies is an asset
Strong analytical, organizational, and reporting skills
Familiarity with United Nations policies and administrative and reporting procedures is a strong advantage
Good communication, coordination and facilitation skills
Excellent interpersonal, networking and team building skills
Builds strong relationships with clients and external actors
Cultural, gender, religion, race, nationality and age sensitivity and adaptability

Demonstrates integrity by modelling ethical standards
Required Language(s) Excellent written and oral communication and presentation skills are required in both Macedonian and English. Knowledge of Albanian or other languages used in the country is an asset.