UNDP Regional Hub in Istanbul in close collaboration with UNDP Country Offices in Tirana, Podgorica and Skopje is implementing a regional project for the Drini River Basin. The objective of the project is to assist the riparian countries in the implementation of an integrated climate-resilient river basin flood risk management approach in order to improve their existing capacity to manage flood risk at regional, national and local levels and to enhance resilience of vulnerable communities in the Drin River Basin (DRB) to climate-induced floods. Participating countries (Albania, Republic of North Macedonia, Montenegro) will benefit from a basin-wide transboundary flood risk management (FRM) framework based on: improved climate risk knowledge and information; improved transboundary cooperation arrangements and policy framework for FRM and; concrete FRM interventions.  

The project will develop and implement transboundary integrated flood risk management strategies providing the national authorities with robust and innovative solutions for FRM, Disaster Risk Reduction and climate adaptation, including ecosystem-based gender sensitive participatory approaches. In addition, the project will develop the underlying capacity of national and regional institutions to ensure sustainability and to scale up the results. It will support stakeholders by providing guidance, sharing climate information, knowledge and best practices. The project will also invest in the priority structural and community-based non-structural measures. Importantly, the project is aligned with and will support the implementation of the EU Floods Directive (EUFD) in the Drini River Basin countries.

The project will be executed by the UNDP Istanbul Regional Hub (IRH) under the UNDP Direct Implementation Modality (DIM). UNDP Istanbul Regional Hub will be responsible for overall management, ensuring project coherence, the preparation and implementation of work plans and annual audit plans; preparation and operation of budgets and budget revisions; disbursement and administration of funds; recruitment of national and international consultants and personnel; financial and progress reporting; and monitoring and evaluation.  

The Project Management Unit (PMU) will be hosted by the UNDP Albania and will be led by a Regional Project Manager (PM) supported by a Project Assistant (PA). The PM will be supported by an International Chief Technical Advisor.  

National/country-based activities under the project will be delivered through the UNDP Country Offices in beneficiary countries (Albania, Montenegro and North Macedonia).
UNDP is currently seeking a Project Assistant to support the Project Manager in effective and timely implementation of the project and achievement of all planned results.

The incumbent will work under direct supervision, close coordination and guidance of the Project Manager/National Coordinator and in close coordination and guidance of the Head of the UNDP Environment Portfolio. He/she will work in close collaboration with Country Office Operations Unit staff and be responsible for the satisfactory achievement of the entrusted functions and tasks, as outlined below.

The salary for the position is classified as SB 3 and depends on experience and qualifications.
 

Objective of the assignment

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

Summary of key functions

1.    Expected results: Perform administrative and financial duties related to implementation of the Building municipal capacity for project implementation project

• 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.).

2.    Expected results: Administrative and operational support to project implementation in the country, ensuring quality of business processes

• 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;
• Assist preparation of Receiving Reports for the procurement of equipment, other goods and services for the project;
• Make travel and logistics arrangements, as needed;
• Assist in the human resources administrative processes, including recruitment of short-term consultants;
• Initiate routine correspondence related to the implementation of project and drafting of official documents;
• Maintain files and ensure proper records of projects working files and permanent retention files in line with corporate requirements;
• Compile, copy and distribute project products;
• Ensure effective correspondence and communication verify data, answer queries and obtain additional information on administrative and financial issues as required;
• Prepare routine correspondence and memoranda for supervisor’ signature, checking enclosures and addresses;
• Prepare relevant background materials for use in discussions, correspondence and briefing sessions.

3.    Expected results: 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 project staff on what are the applicable procedures to fulfilling the project objectives;
• Perform any other duties related to the project as required.

4.    Expected results: Ensure effective mainstreaming of gender equality
 

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

PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS

• Effective and timely fulfillment of all financial steps by ensuring due diligence and respecting the UNDP rules and regulations;
• Effective fulfillment of administrative and organizational requirements for the projects;
• High quality maintenance of files and records and efficient response to queries.
   

Values

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favouritism.

Core Competences
 

Delivery – ability to get things done

• Makes new ideas work
• Critically assesses value and relevance of existing thinking and policy
• Embraces difficult obstacles that interfere with getting work done
• Anticipates constraints and identifies solutions
• Strives to improve team reputation with clients
• Expands capacity of team to deliver on time and on target
• Accountable for project implementation and/or team deliverables

Communication – ability to listen, adapt, persuade and transform

• Advocates, able to change mind of self, peers and partners
• Persuades others to embrace new ideas, even when controversial
• Empathizes with client perspectives and needs
• Prepares and presents authoritative advice
• Represents team in formal settings
• Expands expertise of team through sharing expertise

Innovation – ability to make new and useful ideas work

• Adapts deliverables to meet client needs
• Interprets policy within context and applies with judgment
• Anticipates obstacles and applies practical solutions
• Embraces new methods
• Continually seeks improvement  
• Collaborates to improve methods and delivery

Client Orientation

• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Demonstrates an understanding of client/partner/donor perspective in terms of reporting requirements.

Results Based Orientation

• Demonstrates ability to identify problems and proposes solutions;
• Provides inputs to the development of simple system components;
• Has ability to organize and complete multiple tasks by establishing priorities;
• Has ability to handle a large volume of work under time constraints;
• Plans and produces quality results to meet established goals, and;
• Demonstrates ability to generate innovative, practical solutions to challenging situations.

Job knowledge and technical experience
 

• Knowledge of finance and accounting concepts, principles, regulations, and policies; Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner;
• Experience in office administration – ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.
• Knowledge of procurement and logistics operations, principles and methods.
   

Education

• Secondary education. University degree is a strong asset.

Experience

• At least 6 years (4 years for candidates with University Degree) of progressively responsible administrative or project experience;
• Experience in project finance will be considered a strong asset;
• Experience on projects dealing with democratic governance and organisational reform and creation of capacity development instruments an asset;
• 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.

Languages

• Excellent written and oral communication and presentation skills in English and Macedonian are required. Knowledge of Albanian language and/or languages of other communities shall be considered an asset.

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 1 year (with possibility of extension)