Background
United Nations Development Programme UNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty and the reduction of inequalities and exclusion. We help countries develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.
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Duties and Responsibilities
Under the guidance of the Project Officer, the Project Assistant will:
Provide support for project implementation
- Support the day to day implementation of project activities
- Provide inputs for the development of project monitoring and evaluation framework
- Assist in preparing work plans and project reports
- Assist in preparation o Performance Based Payment Agreements, Letter of Agreements and related documents
- Assist project team in communicating with experts and contracted parties
- Support organization and coordination of meetings, training sessions, workshops, conferences, and project events and prepare reports and meeting minutes, as required
- Draft terms of reference for consultants and contractors, as required
- Prepare briefs, talking points, and relevant communication materials
- Draft correspondence on project issues, as required
- Identify and collect policy-related and other relevant information, documents and data, compile and analyze data for further use in project management
- Establish and maintain project filing system, incoming and outgoing correspondence, maintain a calendar of events, maintain project’s shared folder; maintain computer and manual filing systems;
- Write letters and emails, generate reports and take accurate minutes of meetings and handle sensitive information in a confidential manner;
- Follow up with (sub)contractors to ensure timely delivery of outputs
- Maintain cooperation and communication with project partners and beneficiaries on the implementation of the agreed activities, especially for the events, training, workshops, etc.
- Facilitate knowledge building and knowledge sharing within the project team
Provide support for project administration:
- Support in managing project finances in UNDP financial system (e.g. process invoices, preparation of e-requisitions, PO and non-PO vouchers, corrective actions on vouchers, ensure tax exemption for project-related goods and services etc.);
- Support procurement processes, provide inputs for requests for quotations/proposals, prepare tenders and small procurements (canvassing), provide inputs for UNDP procurement plan
- Participate in recruitment and evaluation panels, as required
- Support selection of short-term consultants in line with rules and regulations
- Assist project teams, experts, and consultants on travel and logistics matters
- Perform other tasks and duties as assigned by the supervisor
- Ensure full compliance of activities with UNDP rules, regulations, and policies
Institutional Arrangement
The Project Assistant will work under the guidance and direct supervision of the Project Officer.
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 AreaNameDefinitionBusiness DevelopmentKnowledge GenerationAbility to research and turn information into useful knowledge, relevant for context,or responsive to a stated need Operations: Administration, Finance, HR, Procurement, IT and SecurityDocuments and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving Operations: Administration, Finance, HR, Procurement, IT and SecurityEvents management (including retreats, trainings and meetings)Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Operations: Administration, Finance, HR, Procurement, IT and SecurityProcure-to-PayKnowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations |
Required Skills and Experience
Education:
- Minimum Secondary Education; preferably with specialization in business administration. Bachelor’s degree in organizational, social, or environmental sciences would be considered an asset
Experience:
- Minimum 5 years (with Secondary education) of relevant professional experience preferably in governmental, international, or non-governmental settings.
- Alternatively, if in possession of a Bachelor’s Degree, 2 year of relevant work experience would be required.
Required skills:
- Experience in organizational activities; evidence of ability to express ideas clearly; to work independently and in teams; to demonstrate a sense of self-assuredness combined with cultural and gender sensitivities;
- Good communication, coordination, and facilitation skills;
- Consistently ensures timeliness and quality of Project work;
- Establishes lasting relationships and substantive dialogue with clients
- Treats all people fairly without favoritism;
- Strong oral and written communication skills;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Demonstrates integrity by modeling ethical standards;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling web-based management systems
Desired skills in addition to the competencies covered in the Competencies section
- Experience working in the UN system or other international organizations will be considered an asset.
- Experience in working in the relevant areas (environment and climate change, energy, agriculture, forestry) would be considered as an asset.
- Experience in working in the projects funded by donors or IFIs (e.g. EU, Sweden, Swiss, EIB, WB, EBRD, KfW, etc), would be considered as an asset.
Required Language(s)
- Excellent knowledge of written and spoken Serbian and working knowledge of English
About UNDP
The United Nations Development Programme (UNDP) is the lead agency on international development within the United Nations, operating in 170 countries and territories. Its core mission is to eradicate poverty, reduce inequality, and support countries in achieving the Sustainable Development Goals. UNDP’s work encompasses a wide range of activities aimed at promoting democratic governance, rule of law, and inclusive institutions. The organization advocates for transformative change and connects countries to the resources needed to improve people’s lives.
UNDP is committed to capacity development, helping individuals, organizations, and societies to achieve and sustain their own development objectives over time. The organization’s efforts are focused on strengthening new frameworks for development, disaster risk reduction, and climate change, and supporting countries’ endeavors to achieve the Sustainable Development Goals.
UNDP also administers aid through Country Programmes, which fund projects aimed at attracting investment capital, training skilled employees, and implementing modern technologies. The organization’s work is crucial in advancing the global sustainable development agenda and addressing key development issues.
Why work at UNDP
Working at the United Nations Development Programme (UNDP) offers a unique opportunity to be part of a global organization dedicated to eradicating poverty, reducing inequality, and supporting countries in achieving the Sustainable Development Goals. Here are some compelling reasons to consider a career at UNDP:
- Community of Purpose: Joining UNDP means becoming part of an organization that values input from colleagues, stakeholders, and partners across the UN family. It offers a community of collaboration and mutual care, where people work together with a shared sense of purpose.
- Next Gen Thinking: UNDP encourages innovative thinking and provides space for creative input. It is a mission that demands and encourages innovative thinking.
- Learning and Development: UNDP provides opportunities to develop soft, technical, and diplomacy skills through public and private partnerships. It offers a great learning curve and is a great organization to work at.
- Global Impact: UNDP operates in about 170 countries and territories, helping to achieve the eradication of poverty and the reduction of inequalities and exclusion. It works to strengthen new frameworks for development, disaster risk reduction, and climate change, presenting a huge opportunity to advance the global sustainable development agenda.
- Inclusive Culture: Employees at UNDP are respected and empowered, and the organization strives to make progress on diversity and inclusion every day. It fosters an inclusive culture and values diversity.
- Advocacy for Change: UNDP advocates for change and connects countries to knowledge, experience, and resources to help people build a better life. It works to build democratic governance, rule of law, and inclusive institutions.
