Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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 United Nations Development Programme (UNDP) is supporting Montenegro to fulfill its international reporting obligations on environment/climate change and its efforts to move towards a more environmentally friendly and climate-neutral society. This is in line with Montenegro's commitments to the Paris Agreement and the European strategic long-term vision. UNDP is implementing initiatives aiming to reduce the country's carbon footprint in tourism and transportation, protect nature, promote sustainable resource use, and encourage green growth.
Project Associate will provide support in the implementation of the following projects within the Inclusive and Green Growth Portfolio:
- Project Biodiversity Finance Plan Montenegro (BIOFIN) aims to support a global programme that will establish a transformative process for biodiversity finance in all participating eligible countries, involving all relevant stakeholders such as Ministries of Finance and Environment, and the private and financial sectors through a socially and gender-inclusive approach.
- The regional project Integrated climate-resilient transboundary flood risk management in the Drin River basin in the Western Balkans (Albania, Montenegro and North Macedonia) aims 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.
- Project Strengthening the Cultural Heritage Management System supports sustainble revitalisation of the cultural heritage in Montenegro and aims to strengthen the system of managing the cultural heritage in Montenegro.
- Project Revitalizing Infrastructure and Governance: A Comprehensive Action for Environmental leadership and Enhanced Organizational Performance - Ministry of Tourism, Ecology, Sustainable Development and Northern Region Development – aims to support innovative initiatives in strengthening the Environmental leadership and Enhanced Organizational Performance of the Ministry of Tourism, Ecology, Sustainable Development and Northern Region Development.
Duties And Responsibilities
Under the direct supervision of the Project Analyst for BIOFIN and overall supervision of the Team Leader for Inclusive and Green Growth and Stewardship of Natural Resources in UNDP Country Office in Montenegro, Project Associate is responsible for all the administrative and accounting matters under the respective projects, as set out in the overall Project documents, and in accordance with UNDP standards and best practices.
I Ensure overall administrative, logistics and accounting support to implementation/delivery of different aspects of the project work:
- Draft routine correspondence, facsimile, memoranda and reports from oral instructions, previous correspondence or other available information sources, in accordance with the standard office procedures, and ensure appropriate follow-up; write minutes from the meetings; provide translation/interpretation services into English and vice versa, when needed.
- Assist the M&E officer in matters related to M&E and knowledge resources management and in the preparation of progress reports. The project teams report progress twice a year to the donors, at least once a year to the Project Boards, and continuously to the CO management, and the task is to support these reporting processes with continuous track record of implemented activities.
- Assist in the preparation of substantive progress and financial plans and reports; Ensure all project documentation (progress reports, consulting and other technical reports, minutes of meetings, etc.) are properly maintained in hard and electronic copies in an efficient and readily accessible filing system, for when required by the Project Boards, Technical Advisory Committee, UNDP, project consultants;
- Provide logistical support to the Inclusive and Green Growth portfolio of projects and ensure provision of adequate secretarial and interpretation facilities (organization of Projects’ events, meetings and study tours, travel arrangements, arrangement of shipments, project vehicles maintenance, conference facilities arrangements, visits of experts, timely processed daily subsistence allowances, etc.);
- Maintain day-to-day communication with Operations Unit regarding the projects related administration matters: procurement, human resources, travel and finance matters; Provide regular feedback, guidance and assistance to project team in order to ensure compliance with UNDP and Donor requirements;
- Keep track of the changes of UNDP procedures and provide timely advice to the respective project team on what are the applicable procedures to fulfilling the project objectives;
- 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 the 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.
II Ensure all procurement related support is provided for successful implementation/delivery of the projects:
- Provide support to procurement processes related to the implementation of projects in hand: enter project procurement plans in Quantum and provide support in preparation of tender documents;
- Provide support to organization of the tendering and contracting procedures (publishing tender, if necessary organizing pre-bid conference and site visit, selecting and contracting companies), support to receipts of quotations, bids or proposals, and their preliminary evaluation;
- Provide administrative support regarding hiring of experts and monitoring of individual consultants’ works and related payments;
- Provide support to identification of needs for equipment and procurement and installation of necessary items.
III Provide Support To The Team Leader For Inclusive And Green Growth In Coordinating Project Activities Under The Project Strengthening The Cultural Heritge Management System, In Order To Ensure Efficient Delivery Of Technical Assistance To Respective Counterparts
- Coordinate and communicate with all involved project partners and stakeholders on behalf of UNDP;
- Coordinate and liaise with vendors and suppliers engaged in project activities;
- Act as the focal point for coordination among the members of the Coordination Team;
- Ensure that all administrative, recruitment and procurement procedures are conducted timely and accurately with adequate documentation and filing;
- Ensure accurate and timely financial transactions, reporting on budget expenses, encumbrances, delivery, and budget revisions;
- Ensure logistical support for organizing meetings and site visits;
- Manage regular project operations, including maintaining project files, correspondence, and other necessary documentation.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the projects and the office.
Institutional Arrangement
Under the direct supervision of the Project Analyst for BOFIN and overall supervision of the Team Leader for Inclusive and Green Growth and Stewardship of Natural Resources in UNDP Country Office in Montenegro, Project Associate will be responsible to provide daily support to Project Analysts on respective projects listed in the Background section of the Terms of Reference. The incumbent will be based in UNDP Country Office in Podgorica.
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 Management: Digital Awareness and Literacy
- Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends.
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 fulfill 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: Communication
- Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels
Operations: 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.
Administration and Operations: Events Management (including retreats, trainings and meetings)
- Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Business Direction and Strategy: Effective Decision Making
- Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications.
2030 Agenda: Prosperity: Inclusive Growth
- Urban development / Inclusive design
Education
Required Skills and Experience
- Secondary education is required. University Degree (Bachelor´s degree) in Social Sciences, Economics, Management or related sciences will be given due consideration, but is not a requirement.
Experience
- Minimum 6 years (with Secondary education) or 3 years (with Bachelor´s degree) of progressively responsible administrative, finance, coordination experience 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.
- Fluency in English and Montenegrin is required.
Desired Additional Skills
- Previous project administration and finance experience.
- Previous relevant experience in working with international organizations.
- Previous experience in handling of web-based management systems.
- Previous experience in logistics and organization of events.
- Previous experience in project monitoring and evaluation, and preparation of progress reports.
Disclaimer
Persons with disabilities are strongly encouraged to apply. UNDP is committed to creating an inclusive workplace, and to taking appropriate measures to enable persons with disabilities to have access to UNDP job opportunities and benefit from participating in UNDP selection and hiring processes by providing reasonable accommodation.
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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