Project Associate (NPSA-6) – UNDP Moldova/Enhancing human security in Moldova through agri-food resilience to intensifying external and climate shocks

Project Description

Agriculture, the mainstay of the Moldova economy, constitutes 12% of the GDP, employs 30% of the Moldovan population and provides livelihood opportunities for more than half of the people of the country. It is, however, being affected heavily by the compounded crisis following the war in Ukraine, as well as by the worsening trends in frequency and severity of weather hazards (drought in 2020 and 2022, late frosts, heavy rainstorms and hail in 2023) due to climate change, which without concrete resilience-building measures will continue to undermine the food security of the country and increase the risks of conflicts over use of water and land resources. Therefore, enhancing adaptation of the country’s agri-food system in the face of the intensifying climate and disaster risks is a pre-requisite for eliminating hunger and protecting livelihoods and productive assets for food security. The measures proposed by this project will contribute to reduction of the agricultural and economic losses caused by the natural hazards and is a step forward towards achievement of commitments assumed by the country under the Sendai Framework (2015-2030). Ultimately, the country will be more prepared for future food security crisis, contributing to the realization of the local and global food security objectives adopted during the G7 Japan Summit in 2023.

The overall objective of the project is to strengthen the agri-food security of the country under the current multidimensional crisis, including the intensifying climate and disaster threats. 

It is composed of the following objectives: 

Objective 1: To improve the climate and disaster risk management in the country though upgraded agro-meteorological, hydrological monitoring system and data analytics

Objective 2. Establish a solid foundation for implementation of the climate change adaptation and 

disaster risk reduction measures and budgeting

Scope of Work

The Project Associate in close cooperation with the project team, under the direct supervision of the National Adaptation Planning (NAP2) Project Manager and the Energy, Evironment and Climate Change (EECC) Programme Analyst, will ensure the provision of administrative and financial services of the highest quality and standards to the project team, UNDP Country office, as well as national counterparts and clients. More specifically:

Administrative tasks: 

• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
• Provide administrative support to national and international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc) and coordinate short-term consultants;
• Maintain records on all project suppliers and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures; 
• Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
• Draft minutes of Project Board and other project related meetings;
• Assume responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
• Support in preparation of Travel Requests and F10 claims for project staff and consultants;
• Arrange and coordinate translation services/projects;
• Arrange external and internal meetings (including the meetings of the Project Board, launching events, workshops, as well as other relevant meetings etc.).
• Admnistrative support in preparation of requests for advance of funds and/or direct payments; 
• Contribute to preparation of recurring reports as scheduled and special reports as required for budget preparations and audit;
• Verify vendor’s information in Quantum and submit requests for vendor updates;
• Assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
• Administrative support in wnsuring payments to project suppliers;
• Create and manage e-requisitions in Quantum;
• Arrange for equipment maintenance and insurance as required;
• Providing support to office maintenance
• Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
• Maintain an equipment and spare inventory including verification and transfer when required.
• Responsible for archieving of the project documents according to UNDP rules;
• Undertake other administrative tasks on an ad hoc basis. 

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

Key Results:

The key results have a direct impact on the overall successful achievement of the Project “Enhancing human security in Moldova through agri-food resilience to intensifying external and climate shocks”. Accurate analysis and presentation of information enhances UNDP’s position as a strong development partner. The information provided facilitates decision-making of the Project Board, the Beneficiary and UNDP management.

Institutional Arrangement

Direct supervisor: Project Manager

Under the guidance and direct supervision of the NAP2 Project Manager and the overall coordination of the EECC Programme Associate the incumbent contributes to to an effective and efficient implementation of the projects’ activities via administrative and financial management. 

The Project Associate applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

The Project Associate works in close collaboration with the Project team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving programme/project-related issues and information delivery.

The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Core Competencies:

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 ManagementDigital Awareness and LiteracyAbility and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as neededBusiness ManagementOperations ManagementAbility to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner

Knowledge of relevant concepts and mechanisms.

Business ManagementCustomer Satisfaction/Client ManagementAbility to respond timely and appropriately with a sense of urgency, provide consistent solution, and deliver timely and quality results ans/or solutions to fulfil and understand the real customers’ needs.

Provide inputs to the development of customer service strategy

Look for ways to add value beyond clients’ immediate requests

Ability to anticipate clients’ upcoming needs and concerns.

External Relations and AdvocacyEvent planning and executionAbility to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.Administration and OperationsEntitlement travelKnowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well asother UN agenciesAdministration and OperationsDocuments and records managementOverall document (hard or electronic) management; registry and retention policy including storing and archivingAdministration and OperationsEvents management (including retreats, trainings and meetings)Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Minimum Academic Education 

• Secondary Education is required.
• University Degree (Bachelor´s degree) in economics, business administration, law, public administration or other related field will be given due consideration, but is not a requirement.

Minimum years of relevant/Work experience

• Minimum 6 years (with Secondary Education) or 3 years (with Bachelor´s Degree) of relevant work experience in the field of administrative work, management support, accounting, finance, at national or international level.
• Previous experience with UNDP is a strong advantage.
• 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.

Required skills 

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Ability to work in a team.
• Excellent interpersonal skills are an essential part of the job.
• Ability to prepare accurate reports and other related documents.
• Ability to handle multiple tasks simultaneously and ability to prioritize.

Desired additional skills 

• Focuses on result for the client and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Remains calm, in control and good humored even under pressure.
• Demonstrates openness to change and ability to manage complexities.

Required Language(s) 

• Fluency in English, and Romanian is required. 
• Knowledge of one or more minority languages relevant for Moldova, including Russian, Romani, Gagauzian, Bulgarian, Ukrainian and sign language is an asset.

The following documents shall be required from the applicants:

a) Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

b) A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

c) 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.

Disclaimer

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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