Project Associate

The Project Associate will assist in the efficient delivery of a joint project focused on climate-driven flood risk adaptation in Moldova. The role involves administrative, logistical, financial, procurement, and operational support to ensure effective project implementation and compliance with UNDP policies.

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; Ensure timely submission of financial reports to the UNDP Country Office to verify the accuracy of such reports for the national partner or donor; Perform all other financial related duties, upon request.
• 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.

Requirements

• Secondary Education is required.
• University degree (Bachelor’s degree) in public administration, Business Administration, Public Administration, Management, Economics, or related field will be given due consideration but is not a requirement.
• Minimum 7 years (with Secondary Education) OR 4 years (with Bachelor´s degree) of relevant work experience in the field of Administration, Finance, Economics, Business Administration or Public Administration.
• 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.
• Experience of working for international organization related to project implementation and previous experience managing UNDP projects is desirable.
• Demonstrated experience of working in a multi-cultural work environment is an asset.
• Demonstrated experience in Project administration is an asset.

Skills

• Project Administration
• Finance Management
• Procurement Procedures
• Supply Chain Management
• Office Software Usage
• Spreadsheet Management
• Database Management
• Web-based Management Systems
• Project Implementation
• International Organization Experience
• UNDP Project Management

Languages

English, Romanian