Project Assistant

Job Description
Description for Internal Candidates
Please Note The Appropriate Tier Indicated In The Vacancy Title And Ensure That You Are Holding The Applicable Contract As Defined Below

Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as "internal" candidates)

Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts

Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates and Responsibilities

Background
The project "Advanced Capacity for Accelerated Delivery Initiative" (ACADI) is implemented in partnership with the Ministry for Public Investment (MPI) with the purpose to increase MPI`s capacity to implement projects funded by loans thus ensuring timely and impactful implementation. Up to now, ACADI project has been provided with specialised expertise in the areas of project management, public procurement, finance, law, technical sciences, and administration to implement loans and blend loans with budgetary funds.

MPI needs additional capacity to implement projects funded by loans. To ensure timely and impactful implementation and to indemnify the Republic of Serbia from the potential interest and charges which would appear in case of slow pace of project implementation, there is a need to establish the Project Implementation Unit.

This position will ensure results oriented, effective, efficient and accountable implementation of the Project activities and achievement of Project results.

Duties And Responsibilities
The duties of the Project Assistant will include:

• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
• Maintain project correspondence and communication;
• Collect, register and maintain all information on project activities;
• Advise all project counterparts on applicable administrative procedures and ensures their proper implementation;
• Contribute to the preparation and implementation of progress reports;
• Prepare agendas and arrange field visits, appointments and meetings both internal and external related to the project activities and write minutes from the meetings;
• Provide support to consultants in the implementation of their tasks for the achievement of project results;
• Assist in logistical organization of meetings, training and workshops;
• Draft minutes of Project Board and other project-related meetings.
• When necessary, work together with the Project Team
• Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need

Taken overall, the duties of the Project Assistant will cover:

• Assisting the Project Team in day-to-day management and oversight of project activities;
• Assisting the Project Team in matters related to monitoring and evaluation and knowledge resources management;
• 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

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 Area
Name
Definition
Business Direction & Strategy
Strategic Thinking
Ability to develop effective strategies and prioritized plans in line with UNDP's objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions
Business Direction & Strategy
Effective Decision Making
Ability to take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources
Business Management
Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
Administration & Operations
Building, facilities & office space management
Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services
Procurement
Procurement Management
The ability to acquire goods, services or works from an outside external source
Education
Required Skills and Experience

• Completion of Secondary Education is required or
• A university degree (Bachelor's degree) in social or natural sciences, management, business administration or related field will be given due consideration, but it is not requirement

Experience

• Minimum 5 years (with Secondary Education) or 2 years (with Bachelor's degree) of progressively responsible administrative support experience, preferably in office work, is required

Required Skills

• Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages

Desired Skills

• Experience in UN agencies or other international organisations or government settings would be a strong asset
• Experience in administration, logistics and reporting would be a strong asset
• Experience in project coordination and implementation of activities.
• Experience in finance-admin processes would be an asset
• Experience in relations with different target groups and stakeholders – private sector, public sector, civil society
• Strong oral and written communication skills in Serbian and English language;
• Good organizational and time management skills;
• Excellent writing/reporting and presentation skills;
• Excellent interpersonal, networking and team building skills;

Languages

• Fluency in written and oral Serbian and working knowledge of English is required

Important Information
The online application form must be fully completed. Applicants are required to carefully complete their online application form and reflect all of their work experience history in the application.

Only attaching a CV is not sufficient for applicants to be considered for positions. All applicants have to complete the Experience, Education, Language, and Nationality & Permanent Residence fields fully.

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.

Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates
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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