JOB DESCRIPTION

Description

United Nations Development Programme is hiring a Project Associate to

Bosnia and Herzegovina is known to its rich biological diversity, endemic species and habitats as well as a series of relict ecosystems; species diversity has the highest level of endemism in Europe.  Still, in spite of the country’s rich biodiversity, international obligations, and growing man-induced pressures, nature conservation efforts remain insufficient. Socioeconomic challenges, such as unemployment and poverty, have resulted in government communities focusing on immediate economic priorities rather than environmental issues, including biodiversity. Thus, biodiversity conservation is not seen as a national priority.

The objective of the SPA project is to achieve practical improvement in management of protected area estate of BiH, providing for better biodiversity status through strengthened resilience of key biodiversity values to climate change impact and increased revenues to protected areas from sustainable recreation. The project is called to reduce the gap between the current capacities of protected areas (PAs) with their increasing vulnerability to emerging threats, on the one hand, and the growing needs to preserve and sustainably maintain the biological and ecosystem diversity, on the other. The project aims to reduce newly emerging threats to the key biodiversity values and provide for sustainable management options and increased funding for PAs. The project makes an incremental effort in assisting the protected area management with tools and instruments aimed at diversifying and improving the sustainable, nature-based tourism offering in targeted PAs and neighbouring communities, thus providing for sustainable incremental income and a development option that valorise the unique nature values without further threatening them. The project also links the PAs to the funding opportunities provided by the governmental grant programmes for tourism development.

The Project has been financed by the Global Environment Facility (GEF) and is directly implemented by UNDP Bosnia and Herzegovina Country Office.

Under the direct supervision of the Project Manager and overall supervision of the Sector Leader, the Project Associate will support implementation of the SPA project, along with the other projects in the area of biodiversity and nature protection (ie Biofin, BESNet phase II etc.). This relates to 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 SPA project staff, project staff of other climate change adaptation 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.

Under the direct supervision of the Project Manager, the core functions of the Project Associate will include the following:

 

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;
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;
Follows up on the attendance records of project staff ensuring compliance with the CO practices;
Organize travel and other logistics arrangements, in line with the project’s work plan.

2. Support to financial monitoring and management

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

3. 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;
Supports 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.

4. Support to knowledge building and knowledge sharing

Participates in the trainings for the operations/projects staff on HR, Programme and Operations Policies and Procedures, 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.

5. 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 performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

CoreAchieve Results:LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively:LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsLearn Continuously:LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with Agility:LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleAct with Determination:LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and Partner:LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion:LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competenciesThematic AreaNameDefinitionBusiness Direction & StrategyEntrepreneurial Thinking

Identify and seize opportunities to service and add

value to clients, create clarity around UNDP value proposition to beneficiaries and partners, develop service offers responding to client needs in line with  UNDP’s organizational priorities and mandate

Business Direction & StrategyEffective Decision MakingTake decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources and take into consideration potential wider implications.Business DevelopmentKnowledge FacilitationAbility to animate individuals and groups, internally  and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas. Knowledge of tools and approaches to stimulate active participation, contribution, and exchange.Finance

Budget

management

Ability to support budgetary aspects of work planning process, drawing and management of team budgetsAdministration & OperationsDocuments 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 & OperationsTravel 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.

Minimum Qualifications of the Successful NPSA

Min. Education requirements

Secondary education is required. or
University Degree 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 is required at the national or international level.Required skills

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.
Experience in displaying cultural, gender, religion, race, nationality and age sensitivity and adaptability
Proven understanding of the language associated with gender, equity, inclusion, and diversity
Proven ability to apply gender sensitive language in everyday workDesired skills in addition to the competencies covered in the Competencies section

Experience in coordinating communication with stakeholders/beneficiaries.
Experience in monitoring project activities, tracking deliverables, and reporting.
Experience in preparation of financial report and overviews;
Previous experience working with UN or other international organizations will be considered an asset.Required Language(s)

Fluency in English and any of official languages of Bosnia and Herzegovina (Bosnian/Croatian/Serbian) is required.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements