Project Associate

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Description

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The project will pilot a new operational framework for the emergency healthcare in the Transnistrian region, through starting the work on transferring the best practice from the right bank and harmonizing the medical protocols and training of the medical staff, as well as the implementation of new infrastructure standards. 

Duties and Responsibilities:

The specific duties and responsibilities of the Project Associate during the assignment will include, but not be limited to, the following:

Assist in efficient delivery of the project, focusing on achievement of the following results: 

• Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies;
• Provide support to procure goods and services required by the project, in liaison with the relevant staff and units of UNDP Country Office;
• Provide administrative support in arranging project related meetings when needed;
• Participate in the preparation of work, operation and procurement plans and periodical reviews thereof;
• Provide support in quality control of project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery;
• Maintain an appropriate filing system and documenting the implementation to enable further operational and financial closure of the project;
• Provide support in regular monitoring and data collection of project activities in accordance with work plan and procurement plan;
• Provide general secretarial and administrative assistance to the project in close liaison with UNDP teams, other UN agencies.

Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results: 

• Full compliance with respective UNDP and donor rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; 
• Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Personal initiative to perform daily work timely, efficiently, and in compliance with established rules and plans;
• Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project;
• Make sound contributions to knowledge networks and communities of practice;
• Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.

Provide financial support to the project, focusing on achievement of the following results:

• Assist project team in drafting project progress reports with financial data;
• Assist project management in performing budget cycle: planning, preparation, revisions, and budget execution;
• Provide assistance to partner agencies involved in project activities, performing and monitoring financial aspects to ensure compliance with budgeted costs in line with established policies and procedures;
• Monitor project expenditures, ensuring that no expenditure is incurred before it has been authorized;
• Perform preparatory work for mandatory and general budget revisions, annual physical inventory, auditing and assist external evaluators in fulfilling their mission;
• Ensure that all project financial activities are carried out on schedule and within budget to achieve the Project outputs;
• Ensure timely submission of financial reports to the UNDP Country Office to verify the accuracy of such reports for the national partner or donor;
• Perform all other finance related duties upon request.

Provide operations support to the project, focusing on achievement of the following results:

• Ensure that UNDP procurement rules are followed during procurement activities that are carried out by the project and maintain responsibility for the inventory of the project assets;
• Coordination of surveys, DSA, travel agencies, organization of common services and other administrative surveys;
• Prepare and timely submit travel documents in accordance with UNDP requirements;
• Support with protocol matters, registration of staff, coordination with national partners on space and other administrative matters;
• Compile, organize and file information and documents for reference and use by team members;
• Preparation of documents set for vendor creation;
• Ensure proper control of the supporting documents for payments;
• Prepare and timely submit payment requests with proper support documentation to the UNDP Country Office; 
• Provide financial monitoring over project commitments and expenditures and assist the Project Manager in assuring proper project delivery;
• Control the usage and proper accounting of non-expendable equipment (record keeping, drawing up regular inventories), inventories and materials; 
• Provide necessary administrative, financial and logistical support to the project events, including among other workshops, seminars, working meetings and visits of national and international delegations (visa support, transportation, hotel accommodation etc.); 
• Keep files of project documents and expert reports and ensure general circulation of documents for knowledge management and sharing;
• Draft project correspondence and documents; finalize correspondence of administrative and financial nature; 
• Edit reports and other documents for correctness of form and content as required;
• Assist in collection, preparation and submission of support documents for NPSA contracts extensions.

Required Skills and Experience:

Education:

• Secondary Education is required.
• University degree (Bachelor’s degree) in Public Administration, Business Administration, Economics, or related field 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 work experience in the field of administration, finance, business administration or public administration.

Required Skills:

• 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.

Desired Skills:

• Experience of working for international organization related to project implementation and previous experience managing UNDP projects;
• Demonstrated experience in project administration;
• Demonstrated experience in financial administration;
• Demonstrated experience in procurement-related tasks.

Required Languages:

• Fluency in English and Romanian is required.
• Knowledge of one or more minority languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Russian, Ukrainian and sign language, will be an asset.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/23917

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