Job 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 Serbia in its own efforts to achieve a high level of human prosperity and dignity for all its citizens irrespective of their gender, ethnicity or creed. UNDP promotes sustainable human development, human security and equal possibilities for all, while providing every available support to Serbia in its progress toward joining the European Union.
Under the resilience portfolio, UNDP implements several projects related to strengthening resilience of local communities as well as of the City of Belgrade. UNDP’s projects and programmes are implemented within the scope of the Country Program Document (CDP). CDP covering a period 2021 – 2025 derives from and supports the implementation of the UN Development Partnership Framework with the focus on: (a) more accountable institutions and empowered citizens, (b) inclusive innovation for development and decent work opportunities and (c) strengthening resilience for current and future generations.
This assignment will be responsible for providing assistance and support in the implementation of the following projects within the local resilience portfolio:
- “Advanced Capacity for Accelerated Delivery Initiative” (ACADI)
- “Partnership for Local Development”
- “Education for Social Inclusion – Technical Support”
- “Support to Strategic Investments in Education”
- “Memorandum for Provision of Services with the Ministry of Construction, Transportation and Infrastructure”
- “Improving Social Welfare Services at Local Level”
- Duties and Responsibilities
Provide support for project administration:
- Arranging for travel and accommodation, preparation of travel authorizations, filing of information for DSA (Daily Substance Allowance) payments, processing requests for visas, ID cards and other documents;
- Assist team members, experts and consultants on travel and logistics matters;
- Asset management, and procurement for the projects under the portfolio, including computer equipment, furniture, stationery and office equipment and vehicles: this will include taking lead responsibility for establishing and maintaining an inventory, and the co-ordination of regular maintenance (and associated record-keeping) of assets, including vehicle registration, insurance and maintenance;
- Support in managing project finances, process invoices, vendor entry and ensure tax exemption for project related goods and services
- Support procurement processes, provide inputs for request for quotations/proposals, prepare small procurements (canvassing), provide inputs for UNDP procurement plan
- Support recruitment of short-term consultants in line with rules and regulations
- Preparation of documentation for the transfer of ownership of equipment, assets and technical documentation
- Establish and maintain project filing system, incoming and outgoing correspondence and maintain calendar of events
Provide support for project implementation:
- Support the day-to-day implementation of project activities
- Provide inputs for development of project monitoring and evaluation framework
- Assist in preparing work plans and project reports
- Support organization and coordination of meetings, training sessions, workshops, conferences and project events and prepare reports and meeting minutes, as required
- Draft terms of reference for consultants and contractors, as required
- Prepare briefs, talking points and relevant communication materials
- Draft correspondence on project issues, as required
- Follow up with (sub)contractors to ensure time delivery of outputs
- Maintain cooperation and communication with project’s partners and beneficiaries on the implementation of the agreed activities, especially for the events, trainings, workshops, etc.
- Facilitate knowledge building and knowledge sharing within the project team
- Participate in recruitment and evaluation panels, as required.
- Institutional Arrangement
- Project Assistant will work under the guidance and direct supervision of the Project Manager in the implementation of activities
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
- Business Development - Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
- 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
- Digital & Innovation - Tech literacy: Ability to apply new digital tools or adapting their original use to create new insights, fresh perspectives or develop solutions. Understand the potential as well as the limitations of certain technological developments; being able to identify how technology can add value when it's used as a ""means to an end"".
- Administration & Operations - 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.
Required Skills and Experience
Education:
- Secondary education.
- Bachelor’s degree in natural sciences, environmental management, public administration, economics or business administration or related field would be desirable, but it is not a requirement.
Experience:
- Minimum 4 years (with Secondary education) or 1 year (with Bachelor's degree) of experience in administrative project and/or office work.
Language:
- Excellent knowledge of written and spoken Serbian.
- Working knowledge of English.
Required skills
- Good organizational and time management skills.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Demonstrates integrity by modeling ethical standards.
- Focuses on impact and result for the client and responds positively to critical feedback.
- Consistently approaches work with energy and a positive, constructive attitude.
- Builds strong relationships with clients and external actors.
- Excellent information technology skills, including word processing, database applications, presentation software, and internet.
- Desired skills in addition to the competencies covered in the Competencies section
- Previous experience in governmental, international or non-governmental settings would be an asset;
- Experience in organizational activities; evidence of ability to express ideas clearly; to work independently and in teams; to demonstrate a sense of self-assuredness combined with cultural and gender sensitivities;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
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.
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