Project Associate, Tirana, Albania (SB-3) UNDP Europe & the CIS Closing date: Friday, 3 March 2017



Project Associate, 
Tirana, Albania 
(SB-3) 
UNDP Europe & the CIS 
Closing date: Friday, 3 March 2017


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Summary of key functions:
  • Administrative and operational support to Project implementation in Albania, ensuring quality of business processes;
  • Support to implementation of field activities in partner local governments;
  • Facilitation of knowledge sharing within the Project;
  • Ensure effective mainstreaming of gender equality.
1.       Administrative and operational support to Project implementation in Albania, ensuring quality of business processes
  • Ensures that business processes are in line with the UNDP regulations and rules and the UNDP internal control framework;
  • Ensures full compliance of administrative and procurement procedures for successful implementation of the project component in Albania, in line with the Regional Project Office and other UNDP Country Offices;
  • Liaise with the Regional Project Associate to transfer the best practices and unify project operating procedures;
  • Collects data and prepare financial and narrative reports to the Project Officer and Regional Programme management as per reporting schedule and on ad hoc basis and provide regular (monthly, weekly) reports to the Project Officer and the Regional Office;
  • Regularly monitors expenditures and commitments against the Project’s budget and relevant plans, and provides finance-related data to support Project implementation and planning;
  • Supports procurement and administrative activities and processes;
  • Organizes travel and other logistics arrangements, in line with work plans;
  • Support recruitment activities, monitors delivery of inputs provided by the consultants, beneficiaries and contracted companies and communicate findings to Project Officer;
  • Maintains timetables for the Board of Partners and provides support to organizing and holding the meetings, including the preparation and dissemination of information and follow-up activities;
  • Assists in preparation of draft job descriptions, vacancy announcements, requests for recruitments, interview minutes and requests for contract;
  • Ensures full completion of monthly leave reports and attendance records of project staff;
  • Provides support in organization of external evaluation of the Project in Albania;
  • Coordinates and organizes field visits, missions and conferences for the national Project component;
  • 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 RO and CO;
  • Maintains the inventory of project assets/equipment and project correspondence and files;
2. Support to of implementation of field activities in partner local governments
  • Supports the Project Officer in process of selection of partner LGs, in line with predefined criteria approved by the Board of Partners;
  •  Assists partner LGs and CSOs to understand the Project objectives and effectively participate in the project implementation;
  • Supports the Project Officer in reviewing LGs work plans and proposing interventions to ensure activities are implemented in line with local strategies;
  • Supports and coordinates field activities to ensure timely and quality implementation of the field activities and the Project in general;
  • Supports regular field monitoring missions to oversee implementation of CSO projects in the field;
  • Supports LG in implementation of activities, in line with workplans, and serve as quality control mechanism with purpose to enable provision of better delivery services through CSOs;
  • Supports organization workshops, trainings, sessions, conferences, and other events;
  • Collects data and all relevant information to effectively contribute to measurable review of results and longer-term programme effects, as per the programme M&E plan and logical framework;
  • Travels regularly to partner LGs for individual meetings, events, focus group meetings, trainings, and other project related activities, and ensures effective work relations with partner LGs;
  • Supports preparation and implementation of local governments’ contractual and financial obligations towards UNDP Albania CO (Cost-sharing Agreements, Memorandum of understanding, etc.);
  • Maintains good communication and information exchange with the Regional Associate and other ReLOaD teams in other WB Country Offices;
  • Ensure compatibility of all CSOs visibility products with the visibility guidelines;
  • Provide assistance to CSOs and local governments in promotion and visibility activities respecting Project’s and donor requirements.
  •  Any other related duty as assigned by the Project Officer.
3.       Facilitation of knowledge sharing within the Project
  • Participates in trainings for the project staff within the Project on POPP as well as on UNDP procedures;
  • When necessary, provides guidance to project staff in business processes, administrative and other requirements and procedures;
  • Contributes to relevant knowledge networks and practice sharing activities.
4.       Ensure effective mainstreaming of gender equality
  • Supports the Project Officer in mainstreaming gender equality;
  • Supports preparation of gender equality background materials for use in discussion, correspondence and briefing sessions;
  • Ensures that all the data, when collecting and compiling inputs relating to the Project, are gender disaggregated;
  • In the preparation of meetings/consultations/trainings/commissions ensuring a minimum of 30% participation of the other sex.
The key results have an impact on the overall performance of the Regional Programme on Local Democracy and success in implementation of its strategies. Accurate and timely business processes, data entry and presentation of administrative and financial information contribute to proper Project implementation.
Competencies
Advocacy/Advancing A Policy-Oriented Agenda
Level 1.1: Support the preparation of information for advocacy
·         Identifies relevant information for advocacy for a variety of audiences
Results-Based Programme Development and Management
Level 1.1: Contributing to results through provision of information
·         Provides information and documentation on specific stages of projects/programme implementation
·         Provides background information to identify opportunities for project development and helps drafting proposals
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
·         Analyzes general information and selects materials in support of partnership building initiatives
·         Maintains databases of donor information
·         Tracks and reports on mobilized resources
Innovation and Marketing New Approaches
Level 1.1: Implementing processes and uses products
·         Documents and tracks innovative strategies/best practices/new approaches
·         Responds positively to new approaches
Resource Mobilization
Level 1.1: Providing information for resource mobilization strategies
·         Maintains information/databases on potential and actual donors
·         Maintains database of programme/project files
·         Provides data and information needed for preparation of project documents
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
·         Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
·         Understands the main processes and methods of work regarding to the position
·         Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
·         Strives to keep job knowledge up-to-date through self-directed study and other means of learning
·         Demonstrates good knowledge of information technology and applies it in work assignments
·         Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments
Global Leadership and Advocacy for UNDP’s Goals
Level 1.1: Research and analysis
·         Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
Client Orientation
Level 1.1:  Maintains effective client relationships
·         Reports to internal and external clients in a timely and appropriate fashion
·         Organizes and prioritizes work schedule to meet client needs and deadlines
·         Responds to client needs promptly
Core Competencies:
·         Demonstrating/safeguarding ethics and integrity  
·         Demonstrate corporate knowledge and sound judgment
·         Self-development, initiative-taking
·         Acting as a team player and facilitating team work
·         Facilitating and encouraging open communication in the team, communicating effectively
·         Creating synergies through self-control
·         Managing conflict
·         Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each employee.
·         Informed and transparent decision making
Prince2 training and certification would present an asset.
Required Skills and Experience
Education:
  • BA in Degree in Political Sciences, Social Sciences or Economic. Good knowledge of finance management system used by UNDP;
Experience 
  • At least 6 years of progressively responsible administrative or project experience is required at the national level.
  •  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. 
Language Requirements:
  • Fluency in English and Albanian;