Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

SEESAC is a joint initiative of the UNDP and the Regional Cooperation Council (RCC). As such, it is an integral part of UNDP’s work in the Europe and the Commonwealth of Independent States (ECIS) region and has, since 2002, worked primarily to strengthen the capacities of national and regional stakeholders to control and reduce the proliferation and misuse of small arms and light weapons, and thus contribute to enhanced stability, security and development in South East and Eastern Europe (SEE). SEESAC also has a distinguished record of working closely with Governments to advance gender equality.

The overall objective of the project is to contribute to international peace and security by combatting the threat posed by the widespread accumulation and illicit trafficking in small arms and light weapons and their ammunition in and from SEE. At the same time, it enhances regional stability by working within the framework of the RCC and in partnership with other relevant initiatives. 

The project is directly contributing to the implementation of the EU Security Strategy, the EU SALW (Small Arms and Light Weapons) Strategy, the Arms Trade Treaty, the UN Programme of Action on Small Arms and its International Tracing Instrument, the UN Firearms Protocol, UN Security Council Resolution 1325 and will specifically enhance regional cooperation in combating the threat posed by the spread of SALW and their ammunition. Specifically, the project is contributing to the implementation of the South East Europe Regional Implementation Plan Combatting the Proliferations and Impact of Small Arms and Light Weapons and the Roadmap for a sustainable solution to the illegal possession, misuse and trafficking of SALW and their ammunition in the Western Balkans by 2024. The project results are also directly contributing to the implementation of the Sustainable Development Goal 16 on peaceful and just societies, in particular targets 16.1(Significantly reduce all forms of violence and death rate everywhere) and 16.4 (significantly reduce illicit arms flows). 

SEESAC is implementing the Council Decision 2024/3006 in support of SEESAC disarmament and arms control activities in South-East Europe in the framework of the EU Strategy to combat illicit accumulation and trafficking of Small Arms and Light Weapons and their ammunition, and CouncilDecision 2025/2587 in support of SEESAC for the implementation of the regional roadmap on combating illicit arms trafficking in the Western Balkans and to disarmament and arms control activities in South-East and East Europe. Further, with the support of the European Union, represented by the European Commission, Directorate-General for Enlargement and Eastern Neighbourhood, through the Instrument for Pre-accession Assistance, SEESAC is implementing the project “Support for enhancing the fight against illegal possession, misuse and trafficking of small arms and light weapons (SALW) in the Western Balkans – Phase II”. These initiatives continue to strengthen safety and security through regional cooperation in South East Europe. 

It is within this context that SEESAC is looking to bring on board an Project Clerk (PC) to provide administrative support to the design and implementation of the programme. Under the direct supervision of the SEESAC Project Manager, the PC ensures high quality of work, works in a team, ensures accurate, timely and properly recorded support to program implementation consistent with UNDP rules and regulations. The position requires a high level of initiative, learning motivation, attention to detail, multitasking, and strong communication and people management skills. The PC works in close collaboration with various stakeholders across South East and East Europe.

Duties and Responsibilities

Under the guidance of SEESAC Project Manager, Project Clerk will be responsible for following   tasks:

Provide operational support:

• Prepare travel requisitions, requests for personnel and procurement actions and other necessary financial, administrative and travel arrangements.
• Manage payments and requisitions requests and follow up with the purchase of goods and services.
• Prepare regular and ad hoc financial updates, process invoices and prepare cost predictions for events and project activities. 
• Provide assistance in procurement of goods and services by obtaining offers for small value procurements by contacting suppliers.
• Cover administrative project related tasks such as extracting, inputting, copying, scanning, faxing, mailing, photocopying, translating, and filing data from various sources.
• Maintain files in the Programme Unit/ hardcopy and electronic filing of all supporting documentation, project documents

Provide programatic support:

• Provide administrative and logistical support in preparation of meeting, workshops, seminars, conferences and other events including preparation of training materials and taking minutes of such gatherings.
• Provide support, if needed, in drafting various documents, updates, talking points, presentations, reports, agendas.
• Prepare routine correspondence, memoranda and reports; drafting of letters and inter office coordination of related activities.
• Maintain communication with various stakeholders, project partners, vendors. 
• Provide inputs to preparation of the team results-oriented workplans.
• Participate in HR activities by drafting ToRs for consultants and support the recruitment processes.
• Assist in SEESAC communication, visibility and outreach efforts.
• Support communication and outreach efforts by organizing the design, printing, and promotion of SEESAC communications material and knowledge products in line with UNDP and donors’ visibility guidelines; create informative content to promote the project results;
• Update the SEESAC website, including its secure area as required.

Support knowledge building and knowledge sharing:

• Make sound contributions to knowledge networks and communities of practice.

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

Institutional Arrangement

Reporting to SEESAC Project Manager.

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 and Technical competencies:

• Business Management - Project Management   
  • Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
• 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 & Operations - Travel 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
• Administration & Operations - Entitlement travel           
  • Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies 
• Finance - Accounting (General) 
  • Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations 
• Procurement - Contract management      
  • Knowledge of contract management concepts, principlesand methods, and ability to apply this to strategic and/or practical situations
• 2030 Agenda: People - Gender 
  • Gender Equality and Institutional Transformation

Required Skills and Experience

Education:

• Secondary Education is required or
• University Degree in Social Sciences ,or equivalent field will be given due consideration, but it is not arequirement.

Experience:

• Minimum of 4 years (with secondary education) or 1 year (with bachelor’s degree) of experience in providing project and/or administrative support.

Desired skills:

• Experience in building strong professional relationships with clients and external actors. 
• Experience in UNDP/UN/International development agencies/ SCO 
• Experience in the use of computers and office software packages (MS Word, Excel, etc.)
• Experience in project implementation 
• Experience in preparing administration documents (draft meeting notes, agendas, logistic notes, etc.) 
• Experience in preparing logistics for events 
• Advanced knowledge of web-based management systems such as ERP
• Experience and knowledge of political and security context of South East Europe 

Required languages:

Fluency in Serbian and English is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.