The Regional Programme on Local Democracy in the Western Balkans 2 (ReLOaD2) is a continuation of the EU-UNDP partnership and previously supported initiative – ReLOaD1 implemented in the four-year period 2017 - 2020.
ReLOaD2 continues to strengthen participatory democracies and the EU integration process in the Western Balkans by empowering civil society and youth to actively take part in decision making and by stimulating an enabling legal and financial environment for civil society. The programme will be implemented in the following IPA beneficiaries: Albania, Bosnia and Herzegovina (BiH), North Macedonia, Montenegro, Serbia and Kosovo*.
*All references to Kosovo should be understood in full compliance with UNSC Resolution 1244 (1999).
Working across the region, ReLOaD2 will enhance capacities of local governments and civil society organisations (CSOs) to engage in productive partnerships and contribute to improved service delivery and realisation of local priorities in line with development strategies.
ReLOaD2 in North Macedonia will through competitive process select 7 partner local governments and will focus on institutionalization of interaction between local governments and CSOs. It will incite partner local governments to use public funding for CSOs in a transparent and development-oriented manner, recognising local needs and embracing a project-based approach. Also, the Action will promote youth engagement and support implementation of youth initiatives and will work on improvement of their economic perspectives in partner localities.
The total budget of the ReLOaD2 is EUR 12.63 million (USD 14,78 milion), while the component for North Macedonia totals EUR 1.24 million (USD 1.45 million). The Project duration is 48 months (2021 – 2024). The anticipated start date of the Action is January 1, 2021.
Under direct supervision of the Project Manager and close coordination and guidence of the Programme Officer, Project Asscoiate will provide administrative and operational support to project implementation of the ReLOaD2 activities related to CO North Macedonia component of the project.
Duties and Responsibilities
Functions / Key Results Expected:
Objective of the assignment
The incumbent’s duties are outlined below and will be fulfilled in line with the prevailing UNDP rules and procedures as well as with due compliance with the UNDP internal control framework
Summary of Key Functions
- Perform administrative and financial duties related to implementation of the project;
- Provide administrative and operational support to implementation of ReLOaD 2 in North Macedonia, ensuring quality of business processes;
- Support to implementation of field activities realted to CSO grant scheme in partner local governments;
- Facilitate knowledge sharing within the Project;
- Ensure effective mainstreaming of gender equality.
Functions / Expected Results
1. Perform administrative and financial duties related to implementation of the ReLOaD project
- Prepare requests of payments upon conducting proper control of the supporting documentation and ensuring that the supporting documentation meets the requirements and standards of UNDP rules and procedures;
- Ensure optimal flow of payments toward contractors to avoid delays (tracking the payments in the system and intervene as required);
- Assist in preparation of budget plans, budget revisions, financial reports, payments and status of funds and expenditures;
- Assist in analysis of financial information, availability of funds, readjustment of funds, monitoring of delivery of funds;
- Maintain the projects’ financial books and assure that necessary financial, procurement,
- disbursement and personnel matters are effectively addressed;
- Perform tasks in ATLAS in conjunction with the functions/roles given (creating requisitions,
- Assisting in preparation of budget plans, budget status of funds, drafting budget revisions, uploading project - related documents particularly with reference to RMG requirements, generate various reports, etc.)
- Review/ financial reports submitted by counterparts, as needed;
- Prepare timely and accurate financial reports based on donor and projects requirements and provide timely reports from Atlas (such as monthly reports; quarterly reports, CDRs etc.).
- Establish effective projects financial monitoring system that enable the projects to have a timely and accurate information.
2. Expected results: Administrative and operational support to project implementation in the country, 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 country’s project component, 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 narrative reports to the Project Manager 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;
- 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 Manager;
- 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 the country;
- 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 by RO and CO North Macedonia;
- Maintains the inventory of project assets/equipment and project correspondence and files
3. Support to of implementation of field activities in partner local governments
- Supports the Project Manager 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 Manager 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 LGs in implementation of activities, in line with work plans, and serve as quality control mechanism with purpose to enable provision of better delivery services through CSOs;
- Supports organization of 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 CO North Macedonia (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 Manager.
4. Expected results: Facilitate knowledge sharing within the project
- Participate in the training for the operations/project staff on administration and other relevant topics;
- Keep track of the changes of UNDP procedures and provide timely advice to the Project Manager and other project staff on what are the applicable procedures to fulfilling the project objectives;
- Perform any other duties related to the project as required.
5. Expected results: Ensure effective mainstreaming of gender equality
- Support the Project Manager in mainstreaming gender equality;
- Support preparation of gender equality background materials for use in discussion, correspondence and briefing sessions;
- Ensure that all the data, when collecting and compiling inputs relating to the Project, are gender disaggregated;
- In the preparation of meetings/consultations/trainings/commissions ensure a minimum of 30% participation of the other sex.
Impact of Results
The key results have a critical impact on the overall ReLOaD programme, in particular to the local development agenda undertaken by UNDP in North Macedonia. Key results will have an impact on the design, operation and programming of activities, creation of strategic partnerships as well as reaching resource mobilization targets.
PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS
- Effective and timely fulfillment of all financial steps by ensuring due diligence and respecting the UNDP rules and regulations;
- Effective fulfillment of administrative, logistical and organizational requirements for the projects;
- Establishment of effective document management system for the projects;
- Timely management of ATLAS requirements in terms of asset and document management systems;
- High quality maintenance of files and records and efficient response to queries.
- Demonstrates integrity by modelling the UN’s values and ethical standards;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; Treats all people fairly without favouritism.
Delivery - ability to get things done
- Makes new ideas work
- Critically assesses value and relevance of existing thinking and policy
- Embraces difficult obstacles that interfere with getting work done
- Anticipates constraints and identifies solutions
- Strives to improve team reputation with clients
- Expands capacity of team to deliver on time and on target
- Accountable for project implementation and/or team deliverables
Communication - ability to listen, adapt, persuade and transform
- Advocates, able to change mind of self, peers and partners
- Persuades others to embrace new ideas, even when controversial
- Empathizes with client perspectives and needs
- Prepares and presents authoritative advice
- Represents team in formal settings
- Expands expertise of team through sharing expertise
Innovation - ability to make new and useful ideas work
- Adapts deliverables to meet client needs
- Interprets policy within context and applies with judgment
- Anticipates obstacles and applies practical solutions
- Embraces new methods
- Continually seeks improvement
- Collaborates to improve methods and delivery
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
- Organizes and prioritizes work schedule to meet client needs and deadlines;
- Demonstrates an understanding of client/partner/donor perspective in terms of reporting requirements.
Results Based Orientation
- Demonstrates ability to identify problems and proposes solutions;
- Provides inputs to the development of simple system components;
- Has ability to organize and complete multiple tasks by establishing priorities;
- Has ability to handle a large volume of work under time constraints;
- Plans and produces quality results to meet established goals, and;
- Demonstrates ability to generate innovative, practical solutions to challenging situations.
Job knowledge and technical experience
- Knowledge of finance and accounting concepts, principles, regulations, and policies; Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner;
- Experience in office administration – ability to manage day-to-day office activities (including but
- not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.
- Knowledge of procurement and logistics operations, principles and methods.
Required Skills and Experience
- Secondary education. University degree is a strong asset.
- At least 6 years (4 years for candidates with University Degree) of progressively responsible administrative or project experience;
- Experience in project finance;
- Experience on projects dealing with democratic governance and organisational reform and creation of capacity development instruments an asset;
- 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.
- Experience with EU projects will be considered as strong asset
- Excellent written and oral communication and presentation skills in English and Macedonian are required. Knowledge of Albanian language and/or languages of other communities shall be considered an asset.
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters
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