Project Assistant, Belgrade, Serbia

Organization: UNDP - United Nations Development Programme

Country: Serbia

City: Belgrade

Office: UNDP Belgrade

Closing date: Thursday, 28 April 2022

Job Identification : 2820

Locations : Belgrade, Serbia

Posting Date : 04/13/2022, 07:03 AM

Apply Before : 04/28/2022, 03:59 AM

Degree Level : Secondary School Leaving Certificate

Job Schedule : Full time

Agency : UNDP

Grade : NB2

Vacancy Type : National Personnel Service Agreement

Practice Area : Management

Bureau : Regional Bureau for Europe and the CIS

Contract Duration : 6 Months

Education & Work Experience : Bachelor’s Degree - 1 year(s) experience OR High School certificate- 4 year(s) experience

Required Languages : Serbian and English

Vacancy Timeline

2 Weeks

Mobility required/no mobility

no mobility required

Job Description

Background

The sustainable energy sector both on the side of energy generation and energy consumption, is a key strategic priority, the Government of the Republic of Serbia in combating climate change and addressing environmental pollution. Under the Energy Portfolio UNDP assists Serbia in achieving its strategic goal by enhancing its legal framework and institutional capacity at all levels, as well as by promoting investments in energy efficiency and renewable energy generation, thereby improving the competitiveness of its economy, and offering opportunities for the highest energy savings and reduction of GHG emissions. Serbia’s commitment to the sustainable energy sector directly corresponds to UN sustainable development goal no. 7: "Ensure access to affordable, and modern energy for all", and is also reflected in the priority pathways of UNDP Country Program Document (CPD) for the period 2021-2025: (a) more accountable institutions and empowered citizens, (b) inclusive innovation for development and decent work opportunities and (c) strengthening resilience for current and future generations.

This assignment will be responsible for the management of the following projects within the Energy Portfolio:

"Energy Efficiency in Central Government Buildings (EECGB)",

"Enhancing the Energy Management System to Scale-up Energy Efficiency Investments in Public Buildings in Serbia",

"Near zero-energy buildings (NZEB) renovation project for public buildings in Serbia" and

RMF Slovak Aid - "Energy Efficiency Renovation of Central Government Building - Feasibility Study on EE Renovation of SIV 3 building‘

The purpose of this position is the administration of the above-listed projects. This position will ensure results-oriented, effective, efficient, and accountable implementation of the Project activities and achievement of Project results.

Duties and Responsibilities

Under the guidance of the Project Manager, 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.

Identify and collect policy-related and other relevant information, documents and data, compile and analyse data for further use in project management.

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.

Establish and maintain project filing system, incoming and outgoing correspondence and maintain a calendar of events.

Identify, collect, and analyse information and data, relevant to the Project.

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:

Collect relevant documentation and 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.

Arranging for travel and accommodation, preparation of travel authorizations, filing of information for DSA (Daily Substance Allowance) payments, processing requests for visas, ID cards and other documents.

Asset management, and procurement for the projects under the portfolio, including computer equipment, furniture, stationery and office equipment and vehicles: this will include taking lead responsibility for establishing and maintaining an inventory, and the co-ordination of regular maintenance (and associated record-keeping) of assets, including vehicle registration, insurance, and maintenance.

Preparation of documentation for the transfer of ownership of equipment, assets, and technical documentation.

Support in managing project finances in UNDP Financial system (e.g. preparation of e-requisitions, PO and non-PO vouchers, corrective actions on vouchers etc.).

Support in managing project finances, process invoices, and ensure tax exemption for project-related goods and services.

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 ad duties as assigned by the supervisor.

Ensure full compliance of activities with UNDP rules, regulations, and policies.

Competencies

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

Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Digital Awareness and Literacy: Ability 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 needed

Tech literacy: Ability to apply new digital tools or adapting their original use to create new insights, fresh perspectives or develop solutions. Understand the potential as well as the limitations of certain technological developments; being able to identify how technology can add value when it’s used as a ""means to an end".

Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Events management (including retreats, trainings, and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Education

Secondary Education, preferably with specialization in business administration.

Bachelor’s degree in economics or engineering would be desired.

Experience

4 years of relevant professional experience preferably in governmental, international, or non-governmental settings.

Alternatively, if in possession of a bachelor’s degree, 1 year of relevant work experience is required.

Required Skills

Excellent IT technology skills: basic Windows setup, use of Internet, MS Office package, in particular MS Outlook, MS Word (formatting & page setup, inserting objects, generating & formatting tables, template building & editing, using smart art & text boxes, using track changes, creating references, using spelling checker, print setup, etc.), MS Excel (pivot tables, using formula functions, formatting, generating charts, inserting objects, print setup, etc.), MS Power Point (custom slides and templates, inserting & formatting objects, simple animation, print setup, etc.), basic pdf files management.

Strong oral and written communication skills.

Good planning, organizing and time management skills.

Good teamwork skills.

Good self-management skills.

Good coordination, and facilitation skills.

Ability to demonstrate integrity by modelling ethical standards.

Desired Skills

Experience working in the UN system or other international organizations will be considered an asset.

Experience in working in the relevant areas of engineering (mechanical, electrical, process, civil, architecture) would be considered as an asset.

Required Languages

Excellent knowledge of written and spoken Serbian and English.

Institutional Arrangement

The Project Assistant will work under the guidance and direct supervision of the Project Manager.

Required Documents

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.

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

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

Important applicant information

All posts in the NPSA categories are subject to local recruitment.

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.

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Link to the organization’s job posting: https://unjobs.org/vacancies/1649947258749