Project Associate, Sarajevo, Bosnia and Herzegovina

Organization: UNDP - United Nations Development Programme

Country: Bosnia and Herzegovina

City: Sarajevo

Office: UNDP HQ Sarajevo

Closing date: Tuesday, 24 May 2022

Job Identification : 3524

Locations : Sarajevo, Bosnia and Herzegovina

Posting Date : 05/09/2022, 01:57 PM

Apply Before : 05/24/2022, 03:59 AM

Degree Level : Secondary School Leaving Certificate

Job Schedule : Full time

Agency : UNDP

Grade : NB3

Vacancy Type : National Personnel Service Agreement

Practice Area : Governance

Bureau : Regional Bureau for Europe and the CIS

Contract Duration : 1 Year

Education & Work Experience : Bachelor’s Degree - 3 year(s) experience OR High School certificate- 6 year(s) experience

Other Criteria : University Degree in Economics, Social Sciences or similar will be given due consideration

Required Languages : Excellent writing and oral communication skills in English and the official languages in Bosnia and Herzegovina (Bosnian/Croatian/Serbian).

Vacancy Timeline

2 Weeks

Mobility required/no mobility

no mobility required

Job Description

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Digital transformation in Bosnia and Herzegovina is slowly gaining speed. Yet, its full potential remains largely untapped. Global practice shows that to build a public sector that is fit for the future, governments must "reinvent" themselves. Digital transformation is not just about new technologies, but requires an overhaul of organizational structures, work processes, skills, culture and mindset.

In August 2020, UNDP, in collaboration with the British Embassy in Bosnia and Herzegovina, has launched the Digital Transformation in the Public Sector Project (2020-2024), which aims to support authorities in their journey toward the country’s digital future by promoting new capabilities and leveraging technology and innovation for more effective and inclusive governance and public service delivery. In partnership with authorities and all relevant stakeholders, the Project will contribute to the following main result

Enabling legal and policy environments accelerate digital transformation in the public sector;
Effective, people-centred and efficient e-government and e-services improve quality of life for citizens and ease of doing business;
Knowledge-sharing and networking among public sector stakeholders catalyse ideas and digital capacities

Nurturing new skills and capabilities among political leaders and public servants across all government levels is central to setting in place a critical mass of agents of change who can move forward the digital agenda in the public sector, to the benefit of all citizens - including the most vulnerable ones - and businesses. By promoting and supporting innovation in the public sector, the Project will create a "safe haven" for pilot experimentation that can then be scaled up. Continuously seeking to demonstrate how technology can bring about fast, system-wide and tangible improvements in the way public services are delivered to the citizens and businesses, will serve as a powerful motivating factor. The Project will work with stakeholders across all government levels - state, entity, cantonal and local governments.

Duties and Responsibilities

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

Support to project implementation, ensuring quality of business processes:

Support to project financial monitoring and management;
Support to project planning;
Support to knowledge building and knowledge sharing;
Support in mainstreaming gender equality.

Support to project implementation, ensuring the quality of business processes

Ensure business processes are in line with the UNDP regulations and rules and the UNDP internal control framework;
Coordinates procurement procedures for the project according to the UNDP rules and regulations, including support in the preparation of the procurement documents prepared by the project;
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 as well as support;
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;
Ensures completion of monthly leave reports and attendance records of project staff;
Organize travel and other logistics arrangements, in line with the project’s work plan.

Support to financial monitoring and management

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

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;
Support 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.

Support to knowledge building and knowledge sharing

Participates in the trainings for the operations/projects staff on HR, POPP, etc. and organizes 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.

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.

Institutional Arrangement

The incumbent will report to the Digital Transformation Project Manager, as part of the UNDP Good Governance Sector.

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

Business Management - Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

Business Direction & Strategy - Negotiation and Influence: Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates ‚win-win‘ situations.

Business Management - Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Technical - Finance - Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Technical - Procurement - Procurement Management: The ability to acquire goods, services or works from an outside external source

Required Skills and Experience

Education:

Secondary education.

Bachelor’s degree in Economics, Social Sciences or similar would be desired.

Experience:

6 years of relevant working experience in administrative or project experience

Alternatively, if in possession of Bachelor’s degree, three (3) years of relevant working experience would be required.

Required skills:

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 web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section:

Experience in preparation of financial reports and overviews Knowledge of monitoring and evaluation tools

Knowledge of project management processes

Knowledge of procurement procedures of national / international organisations.

Required Language(s):

Excellent writing and oral communication skills in English and the official languages in Bosnia and Herzegovina (Bosnian/Croatian/Serbian).

The following documents shall be required from the applicants:

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

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Link to the organization’s job posting: https://unjobs.org/vacancies/1652129378767