Project Associate, ReLOaD 2

Background

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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.

Under the supervision of ReLOaD2 Project Manager, Project Associate will support successful implementation of the ReLOaD2 activities related to Montenegro Country Office (CO) component of the project.

The Regional Programme on Local Democracy in the Western Balkans 2 (ReLOaD2) is a continuation of the EU-UNDP partnership and previously supported initiative – ReLOaD1 implemented in the four-year period 2017 – 2020.

ReLOaD2 continues to strengthen participatory democracies and the EU integration process in the Western Balkans by empowering civil society and youth to actively take part in decision making and by stimulating an enabling legal and financial environment for civil society. The programme will be implemented in the following IPA beneficiaries: Albania, Bosnia and Herzegovina (BiH), North Macedonia, Kosovo, Montenegro and Serbia.

Working across the region, ReLOaD2 enhance capacities of local governments and non-government organizations (NGOs) to engage in productive partnerships and contribute to improved service delivery and realization of local priorities in line with development strategies.

ReLOaD2 in Montenegro selected five partner clusters of local governments and focuses on institutionalization of interaction between local governments and NGOs. It incites partner local governments to use public funding for NGOs in a transparent and development-oriented manner, recognizing local needs and embracing a project-based approach. Also, the Action promotes youth engagement and support implementation of youth initiatives and works on improvement of their economic perspectives in partner localities.

The total budget of the ReLOaD2 is EUR 12.63 million, while Montenegrin component EUR 1.84 million. The Project duration is 48 months (2021 – 2024).

For the European Union, this designation is without prejudice to position on status and is in line with UNSCR 1244/1999 and the ICJ Opinion on the Kosovo declaration of independence. For UNDP all references to Kosovo shall be understood in the context of the UN Resolution 1244/1999.

Duties And Responsibilities

Under the direct supervision of the respective Project Manager, ReLOaD2, the incumbent will:

Provide financial, administrative, operational and programme support to Project implementation in Montenegro, ensuring quality of business processes:

• Ensure that business processes are in line with the UNDP regulations and rules and the UNDP internal control framework;
• Ensure full compliance of administrative and procurement procedures for successful implementation of the project component in Montenegro, in line with the Regional Project Office and other UNDP Country Offices;
• Liaise with the Regional Project Associates and Assistants to transfer the best practices and unify project operating procedures;
• Collect data and prepare financial and narrative reports to the Project Manager and Regional Programme management as per reporting schedule and on ad hoc basis and provide regular (monthly, weekly) reports to the Project Manager and the Regional Office;
• Perform regular financial and administrative duties necessary for the successful and timely implementation of projects within the said portfolio:
• Ensure daily transactions are processed in Quantum system (vendors, invoices, requisitions, etc.);
• Keep track of all transactions in a budget notebook;
• Perform regular budget revisions;
• Provide regular delivery estimation and monthly expense estimation to the Finance Unit; provide regular reporting regarding the Projects’ expenditures;
• Prepare periodic Projects’ asset/inventory reports;
• Ensure completeness of documentation, check accuracy of calculation for all financial transactions related to the Projects, and prepare/process financial transactions in the system in accordance with UNDP rules and procedures;
• Maintain and update the hard copy archive of most relevant programme and financial/administrative documentation related to the project implementation;
• Prepare and process documentation related to VAT exemption forms for the costs incurred by CSO grant recipients;
• Maintain and update the online archive of all programme and financial/administrative documentation related to the project implementation;
• Support Project Manager in planning and timely execution of all programme activities;
• Support Programme Manager in planning and timely implementation of BoP meetings;
• Collect 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;
• Organize travel and other logistics arrangements, in line with work plans;
• Support organization workshops, trainings, sessions, conferences, and other events;
• Provides daily support to the NGOs in respecting project implementation guidelines (various communication, programme and project aspects of the NGO projects implementation, providing advice on various inquiries of grant recipients on programme inputs, etc);
• Assist Project Manager in preparation of draft job descriptions, requests for recruitments and requests for contract;
• Provide inputs to procurement processes related to the Projects’ implementation: provide inputs for preparation of procurement plans for the office; provide support to organization of procurement processes including preparation of tender documents, support to organization of the tendering and contracting procedure, etc.
• Ensure full completion of monthly leave reports and attendance records of project staff;
• Provide support in organization of external evaluation of the Project in Montenegro;
• Ensure 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 by the RO and CO; write minutes from the meetings;
• Provide translation/interpretation services into English and vice versa as needed;
• Maintain the inventory of project assets/equipment and project correspondence and files.

Support to implementation of field activities in partner local governments:

• Assist partner LGs and NGOs to understand the Project objectives and effectively participate in the project implementation;
• Support the Project Manager in reviewing LGs work plans and proposing interventions to ensure activities are implemented in line with local development and local strategies;
• Support logistical organization of field visits, missions and conferences for the national Project component, like as travel arrangements, arrangement of shipments, conference facilities arrangements, visits of experts, timely processing of daily subsistence allowances, etc;
• Support and coordinate field activities to ensure timely and quality implementation of the field activities and the Project in general: preparation and implementation of the Public Calls for NGOs, preparation and implementation of the curriculum for trainings for youth, preparation and support of youth actions funding, etc;
• Conduct regular field monitoring missions to oversee implementation of NGO projects in the field;
• Travel regularly to partner LGs for individual meetings, events, focus group meetings, trainings, monitoring visits, evaluation committees and other project related activities, and ensure effective work relations with partner LGs;
• Support preparation and implementation of local governments’ contractual and financial obligations towards UNDP CO Montenegro (Cost-sharing Agreements, Memorandum of understanding, etc.);
• Support engaged National Consultant in analyses, commenting and finalization of the grant recipients` narrative and financial reports, in preparation of the spreadsheet reports on the use of funds, Monitoring Reports and other monitoring documents.

Facilitation Of Knowledge Sharing Within The Project

• Participate in trainings for the project staff within the Project on POPP as well as on UNDP procedures;
• When necessary, provide guidance to project staff in business processes, financial, administrative and other requirements and procedures;
• Contribute to relevant knowledge networks and practice sharing activities.

Ensure Effective Mainstreaming Of Gender Equality

• Support the Project Officer 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;
• In the preparation of meetings/consultations/trainings/commissions ensuring a minimum of 30% participation of both men and women.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Project Associate will be responsible for daily support to respective Project Manager. The incumbent will be based in UNDP Country Office in Podgorica, Montenegro.

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 And Technical Competencies

• Business Management- Communications
• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and chose communication methods depending on the audience; Ability to manage communications internally and externally, through media, social media and other appropriate channels.
• Finance- Accounting General
• Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
• Business Management- 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. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
• Business Management – Digital Awareness and Literacy
• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
• Administration and Operations – Event Management
• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Business Direction and strategy Effective – Decision Making
• Ability to take decision in a timely and efficient manner in line with one’s authority, area of expertise and resources.
• 2030 Agenda: People – Gender
• Gender Mainstreaming

Education

Required Skills and Experience

• Secondary education is required.
• Bachelor’s degree in social or economic sciences will be given due consideration but is not a requirement.

Experience

• Minimum 7 years (with Secondary education) or 4 years (with Bachelor’s degree) of relevant working experience in project finance, administration and coordination.

Languages

• Fluency in English and Montenegrin is required.

Required Skills

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages.

Desired Skills

• Experience of working on projects implemented by UN/UNDP or other international organizations will be an asset;
• Experience in the project coordination, reporting, and project monitoring and evaluation will be an asset;
• Experience in initiatives related to local administration, civic participation and good governance will be an asset;
• Experience in financial and administrative tasks, including using complex accounting software will be an asset;

Travel: Willingness to travel within Montenegro or abroad, as needed in line with the project activities.

The Following Documents Shall Be Required From The Applicants

• Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
• A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
• 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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