North Macedonia nationals: Project Assistant

United Nations Development Programme (UNDP)

Skopje, North Macedonia 🇲🇰

Background

UNDP is the development arm of the United Nations system, with offices in 180 countries. Globally the organization employs 17,000 people and manages a budget of USD 5 billion each year. The UNDP office in North Macedonia employs a team of 71 and currently manages a portfolio of projects in inclusive prosperity, environmental protection, and good governance worth over USD 15 million per year. The Environment & Disaster Risk Reduction Portfolio includes projects on climate change, air pollution, natural resources management and disaster risk reduction.

In order to promote the Green Agenda for the Western Balkans in the transboundary Prespa Lake area UNDP will implement the EU for Prespa – “Restauration of the natural resource and enhancing sustainable agriculture and tourism” project and the project “EU for infrastructure improvements in Prespa area”, both financed by EUD as part of the overall Action “EU for Prespa”. 

The objective of the overall Action “EU for Prespa” is to promote the Green Agenda for the Western Balkans in the transboundary Prespa Lake area in line with the “no persons and regions left behind”.

The specific objective of the Project “Restoration of the natural resource and agriculture and tourism” is to instigate a significant change in practices and behavior among policy makers at local level, farmers, private sector, CSO and citizens regarding the management of and the sustainable use of natural resources in the Prespa region which will result in improved quality of life and contribute to economic development by emerging “green” pathways to growth. The project will contribute to the preservation of the natural capital and restore the damaged ecosystem of Macro Prespa Lake to good ecological status, in line with EU standards. The measures will address the pollution of water and soil, protect endangered species and encourage the sustainability of the local economic and agricultural practices. The farmers, households, and small businesses will be supported to apply good agricultural practices, create small chain value and invest in sustainable tourism services and products respectively. The Project/ shall also enhance the cross-border cooperation by supporting the creation of a new vision for sustainable development of the Prespa Lakes region. 

 The “EU for infrastructure improvements in Prespa area” project will contribute to the preservation and improvement of the ecological system in the Prespa Lake area through a series of interlinked capital investments to be implemented within the boundaries of the Municipality of Resen and accompanying capacity development measures. These initiatives are designed to enhance municipal wastewater and solid waste management systems, redirecting harmful pollutants away from natural ecosystems. The Municipality of Resen and the public utility “Proleter” will benefit from carefully planned capacity development efforts, ensuring the sustainability of the newly introduced systems, and resulting communal wastewater and solid waste management services. Furthermore, the Project will contribute to enhancing transboundary cooperation, improving connectivity and mobility around the lake, through the opening of a new border crossing point with Greece, at Markova Noga. This, in turn, is expected to boost socio-economic and tourism development while fostering cooperation among the nations sharing the lake basin. All of this aligns with the main provisions of the International Agreement for the Protection and Sustainable Development of Prespa Park and the trilateral Strategic Action Plan for Prespa Park.

Both Projects shall be implemented in close collaboration with the Municipality of Resen, Public Enterprise “Proleter”, Resen, the Ministry of Environment and Physical Planning, the Ministry of Agriculture, Forestry and Water Economy, and the Prespa Park Management Committee.

An Implementation Unit for both projects will be established in Resen. Each of the projects will be managed by a Project Manager. The Project Assistant will serve both projects 50%:50%. S/he will be based in Resen. 

The Project Assistant will report to the Project Manager of the project “Restoration of the natural resource and agriculture and tourism” and the Project Manager of the project “EU for infrastructure improvements in Prespa area”. 

The incumbent will promote UNDP’s mandate as all-inclusive gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behavior, including sexual harassment, sexual exploitation, and abuse.

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.

Duties and Responsibilities

Summary of key functions 

  1. Perform administrative and financial duties related to implementation of the projects “Restauration of the natural resource and enhancing sustainable agriculture and tourism” and the “EU for infrastructure improvements in Prespa area”;
  2. Provide administrative and operational support to implementation of the projects ensuring full operational compliance and quality of business processes;
  3. Facilitate knowledge sharing within the Projects;
  4. Support project managers in ensuring the mainstreaming gender, disability, and youth considerations in the project, promote a safe and enabling environment free of any kind of discrimination, abusive behavior and exploitation, and use the principles of Inclusive HR communications in line with the UNDP corporate standards.

Specific tasks and responsibilities:

Perform administrative and financial duties related to implementation of the projects “Restauration of the natural resource and enhancing sustainable agriculture and tourism” and the “EU for infrastructure improvements in Prespa area”, both financed by EUD as part of the overall Action “EU for Prespa”

  • 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 QUANTUM 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.)
  • Prepare timely and accurate financial reports based on donor and projects’ requirements and provide timely reports from QUANTUM (such as monthly reports; quarterly reports, CDRs etc.).
  • Establish effective projects’ financial monitoring system that enable the projects to have a timely and accurate information;
  • Support monitoring and communication officer in data collection, processing and tracking of progress in relation to project targets

Provide administrative and operational support to implementation of the projects ensuring full operational compliance and quality of business processes 

  • Ensures that business processes are in line with the UNDP regulations and rules and the UNDP internal control framework;
  • 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 projects work-plans through providing support in data collection, systematization and analysis of information, inter-action with institutions in data collection;
  • Supports project managers in monitoring delivery of project outputs;
  • Provides support to organizing and holding the meetings, including the preparation and dissemination of information and follow-up activities;
  • Assists in preparation of interview minutes and requests for contract;
  • Ensures full completion of monthly leave reports and attendance records of project staff;
  • Ensures 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;
  • Maintains the inventory of project assets/equipment and project correspondence and files;
  • Supports organization of workshops, trainings, sessions, conferences, and other events.
  • Collects data and all relevant information to effectively contribute to measurable review of results and longer-term projects effects, as per the projects M&E plan and logical framework.
  • Any other related duty as assigned by the Project Managers.

Facilitate knowledge sharing within the projects

  • 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 Managers on what are the applicable procedures to fulfilling the project objectives;

Support project managers in ensuring the mainstreaming gender, disability, and youth considerations in the project Ensuring Gender mainstreaming within the project 

  • Ensure that all the data, when collecting and compiling inputs relating to the Projects, are gender/disability and youth disaggregated to the extent possible;
  • Support the Project managers in reporting to ensure that all data gathered during project implementation is disaggregated by gender/disability/youth; Support the Project Managers in gender/disability/youth mainstreaming 

Performance Indicators for evaluation of results 

  • Administrative and financial tasks executed in line with UNDP corporate rules and procedures; 
  • High quality support provided on time;
  • Indicators, targets and results captured;

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

Competencies

Core

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 

Thematic AreaNameDefinition
Administration & OperationDocuments and records managementOverall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & OperationsEvents management (includingtrainings and meetings)Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. 
Finance  Management and cost accountingAbility to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring. Ability to use a range of costing techniques and analyze cost related data to provide quantitative information to the users of reports.
Finance  Financial Reporting and analysisAbility to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance
FinanceBudget managementAbility to support budgetary aspects of work planning process, drawing and management of project budgets
2030 Agenda: PeopleGender Gender  Mainstreaming 

Required Skills and Experience

Min. Education requirementsSecondary education is required. University degree (Bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
Min. years of relevant work experience Minimum 5 years (with Secondary education) or 2 years (with Bachelor´s degree) of progressively responsible administrative or financial project experience.
Required skills – Experience in project administration (finance, general administration). – Proven track record and experience in performing administrative, finance and operational tasks in an international organization is an asset.- Experience in organizing workshops, trainings and similar events and handling correspondence between different stakeholders, managing day-to-day activities related to event organization, etc, is an asset.- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages 
Desired skills in addition to the competencies covered in the Competencies section– Knowledge of project finance, knowledge of finance and accounting concepts, principles, regulations and policies is an asset- Familiarity with United Nations policies and administrative and reporting procedures is a strong advantage- Good communication, coordination and facilitation skills- Builds strong relationships with clients and external actors- Cultural, gender, religion, race, nationality and age sensitivity and adaptability                  -Demonstrates integrity by modelling ethical standards 
Required Language(s) Fluency in Macedonian and English is required.Knowledge of other local languages shall be an asset. 

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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POSITION TYPE

ORGANIZATION TYPE

EXPERIENCE-LEVEL

DEGREE REQUIRED

IHE Delft - MSc in Water and Sustainable Development