Project Associate

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UNDP - United Nations Development Programme


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.

 

Under the direct supervision of the Project Manager and overall supervision of the Sector Leader, the Project Associate will support implementation of the “Environmentally Sound Management of Persistent Organic Pollutants (POPs) in Hazardous and Industrial Waste Sectors” project, funded by the Government of Seden. The project intends to prevent the release in Persistent Organic Pollutants (POPs) in the environment through the improvement of health care waste management, implementation of green chemistry initiatives in the industry and agriculture along with destruction of identified POPs waste stockpiles. 

The following POPs will be targeted by the project: Dioxins (PCDD/F) released by unsafe incineration of medical waste and empty pesticide containers, POPs substances listed under Stockholm Convention (SC) on Persistent Organic Pollutants used in the manufacturing of plastic products, with special reference to plastic use in articles exposed to sources of heat; and polychlorinated biphenyls (PCBs) existing in the dielectric fluid of electrical equipment, and obsolete POPs stockpiles/materials. 

All these substances pose a global threat to the environment and human health due to their long persistence in the environment, their long term and cumulative toxic properties, and their capacity to bioaccumulate in living organisms. The overall objective of the project is to reduce risk for people’s health and the environment through the prevention of U-POP releases, shifting from POPs toward non-POPs chemicals in the plastic industry, and sound destruction of at least 50 tons of POPs waste.

Under the direct supervision of the Project Manager and overall supervision of the Sector Leader, the Project Associate will support activities implemented within the project by performing a variety of standard administrative processes ensuring high-quality and accuracy of work. The Project Associate shall promote a client, quality and result-oriented approach.

To ensure consistent service delivery, the Project Associate will work in close collaboration with the POPs project staff, project staff of other climate change mitigation projects of the Energy and Environment Sector, as well as UNDP Country Office (CO) operations staff.

The incumbent will be based in UNDP BiH office in Sarajevo. 

 
Duties and Responsibilities

a) Support to project implementation, ensuring quality of business processes
  • Ensure business processes are in line with the UNDP regulations and rules and the UNDP internal control framework; 
  • Assists in the organization of field visits, missions, workshops, training, roundtables, conferences and study visits within the project; 
  • Maintains and updates all administrative, personnel and financial files and records as well as general office files related to the project; 
  • Assists in the preparation of draft job descriptions, vacancy announcements, requests for recruitments, interview minutes and requests for contracts as well as support; 
  • Assists staff by processing requests for personnel-related documents in accordance with requirements of the organization; 
  • Maintains the inventory of project assets/equipment and project correspondence and files;
  • Ensures completion of monthly leave reports and attendance records of project staff; 
  • Organize travel and other logistics arrangements, in line with the project’s work plan. 

 

b) Support to financial monitoring and management 

  • Processes all financial transactions on the UNDP online Corporate Planning System, such as non-PO vouchers, receipts, requisitions, customer/vendor info updates, project budget revisions, etc.; 
  • Ensures proper receipt of goods and services; 
  • Maintains the internal expenditures control system that ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in the online system; 
  • Takes timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers; 
  •  Supports periodic and ad-hoc financial reporting to UNDP and other parties; 
  • Regularly monitor expenditures and commitments against the Project budget and relevant plans, and provides financerelated information to support Project implementation and planning and recommend corrective actions when necessary; 
  • Draft various correspondence concerning finance, operations and budgetary issues as required; 
  • Assist team members, experts and consultants in liaison with UNDP Operations on financial and other operational matters; 
  • Prepares information for evaluations or audit purposes. 

 

c) Support to project planning 

  • Collects, analyses and presents information for monitoring and evaluation of project implementation against project targets; 
  • Compiles background information for the formulation of project work plans, draft annual/quarterly budgets, proposals on implementation arrangements, and drafts of quarterly project reports; 
  • Support in the monitoring of the quality of delivery inputs provided by the consultants, beneficiaries and contracted companies and communicates findings to the supervisor; 
  • Maintains timetables for the Project Board meetings and provides support to organizing and holding the meetings, 
  • including the preparation and dissemination of information and follow-up. 

 

d) Support to knowledge building and knowledge sharing 

  • Participates in the trainings for the operations/projects staff on HR, POPP, etc. and organize briefings for the project staff where necessary on new internal procedures; 
  • When necessary, provides guidance to project staff in business processes, administrative and other requirements and procedures; 
  • Support the Project Manager in the dissemination and sharing of relevant data and lessons learned within the CO and regionally; 
  • Sound contributions to knowledge networks and communities of practice. 

 

e) Support in mainstreaming of gender equality 

  • Support the Project Manager in mainstreaming gender equality in the Project implementation; 
  • Support the Project Manager in preparing gender equality background materials for use in discussion, correspondence and briefing sessions; 
  • Ensure that all the data, when collecting and compiling inputs relating to programme, are gender disaggregated; 
  • In the preparation of meetings/consultations/trainings/commissions ensure a minimum of 30% participation of the other sex. 

The incumbent will report to the POPs Project Manager, as part of the UNDP Energy and Environment Sector.

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 Entrepreneurial Thinking – Ability to create clarity around UNDP value proposition to beneficiaries and partners and to develop service offers responding to client needs based on UNDP’s organizational priorities and mandate
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 Development Knowledge Facilitation – Ability to animate individuals and communities of contributors to participate and share, particularly externally
Technical – Finance

Budget 

management

  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets
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

Administration & Operations Travel policy and procedures

Knowledge of travel policy and procedures; ability to 

interpret travel policy, the Staff Rules, administrative 

circulars and financial regulations and rules on Travel related matters


 
 
 
Required Skills and Experience

 
Min. Education requirements
  • Secondary education is required.
  • University Degree (BSc.) in the field of public administration, business, economics, engineering or related disciplines will be given due consideration but is not a requirement.
Min. years of relevant work experience 
  • Minimum 6 years (with secondary education) or 3 years (with Bachelor’s degree) of administrative or project support professional experience
  • 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;
Required  skills 
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability 
  • Treats all people fairly without favoritism 
  • Understand the language associated with gender, equity, inclusion, and diversity 
  • Ability to apply gender sensitive language in everyday work

 

Desired skills in addition to the competencies covered in the Competencies section
  • Experience in coordinating communication with stakeholders/beneficiaries;
  • Prior UN experience would be an asset
Required Language(s) 
  • Fluency in English and official languages of Bosnia and Herzegovina.

 

Professional Certificates NA

 

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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