Back Project Administrative and Finance Associate, Chisinau, Moldova

Job Title: re-advertised: Project Administrative and Finance Associate, Chisinau, Moldova, Service Contract, SB3.3

Job ID: 35910

Location: Eastern Europe, Central Asia

Full/Part Time: Full-Time

Regular/Temporary: Regular

Background Information

Job title:

Project Administrative

and

Finance Associate

Level:

SB 3.3

Position Number:

00128282

Location: Chisinau, Republic of Moldova

Full/Part time: Full-time

Fixed term/Temporary: Service Contract

Rotational/Non Rotational: Non Rotational

Duration: 1 year (with possibility of extension until

31 December

2022)

The Position:

Project Administrative & Finance Associate assists in the effective implementation of the project 'Joint Fund for developing youth services for young people, including those most vulnerable' funded by the Ministry of Education, Culture and Research and implemented by UNFPA Moldova Country Office.

The Ministry of Education, Culture and Research (MoECR) launched the National Program for Development of the Youth Centers in 2017, in order to develop youth services at local level. The United Nations Population Fund (UNFPA) became the core partner of MoECR under this program by implementing the above mentioned project focused on development of the human resources of the Youth Centers and strengthening the services provided to young people, including to the most vulnerable. In 2018 the Swiss Cooperation Office in Moldova (SCO-M) joined these efforts through the project 'Strengthening Participation and Civic Engagement among Young People in Moldova'.

The three partners created the 'Joint Fund for the Development of Youth Centers and Strengthening the Participation and Civic Engagement among Young People in the Republic of Moldova', for the period 2017-2022 (hereinafter 'Joint Fund').

The Joint Fund, implemented as part of the UNFPA 3rd Country Programme 2018 - 2022, aims to strengthened participation and civic engagement of young people through Youth Centers, which will create opportunities for personal development, participation, information and networking for young people and will help create synergies and partnerships between Youth Centers, schools and other key local stakeholders.

The overall impact of the Joint Fund is, Republic of Moldova has a functional network of Youth Centers with safe and youth friendly spaces, giving opportunities for personal development, participation, information, leisure and socialization; and, young people from the Republic of Moldova participate and become civically engaged at local and national level, thus contributing to the development of the communities and the whole country.

The beneficiaries of the project are 22 Youth Centers at urban level and 22 branches at rural level, that were created in partnership with Local Public Authorities.

Project Administrative & Finance Associate works under the overall supervision of Project Officer and works in close cooperation with Project Communication Associate and other project staff of the Joint Fund. The incumbent will collaborate and coordinate his/her work with UNFPA relevant staff and national counterparts.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA's new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Main Tasks & Responsibilities

Job Purpose:

Project Administrative & Finance Associate contributes to the effective implementation of the activities under the guidance of Project Officer by applying efficiently UNFPA programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems. It is expected that you maintain collaborative relationships with all programme and project staff from UNFPA CO.

This project will engage working directly with Youth Centers, UNFPA implementing partners (IP) / civil society organizations (IP CSOs) and Local Public Authorities.

Project Administrative & Finance Associate will be leading day-to-day administrative and financial parts of the project.

You would be responsible for:

A.

Ensure efficient project administrative management:

• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
• Provide support to national and international consultants and counterparts in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc.);
• Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, time and attendance - if appropriate, etc.) in accordance with accepted policies and procedures;
• Manages recruitment and selection process of individual consultants (IC) applying best practice HR tools and mechanisms, advises and briefs managers and project personnel on IC policies and procedures. Prepare and issue contracts;
• Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
• Draft minutes of project related meetings when required;
• Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
• Arrange external and internal meetings (including Project Steering Committee meetings, technical level, as well as other relevant meetings etc.).

B.

Ensure efficient project financial management:

• Prepare requests for advance of funds and/or direct payments;
• Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions, including in relation with Implementing Partners;
• Perform Programme Associate role in ATLAS, Global Programming System module.
• Prepare proposals for budget revisions;
• Prepare and submit expenditure and programme budget status reports;
• Respond to queries from the beneficiary, Ministry of Education, Culture and Research and UNFPA with respect to financial aspects of the programme, liaise with UNFPA-appointed and external auditors wherever required;
• Prepare recurring reports as scheduled and special reports as required for budget preparations and audit;
• Advise and 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;
• Assist the auditing performed by the project managers over the funds allocated to project. Ensure the compliance of allocated funds with the UNFPA rules and regulations;
• If necessary, travel for control and auditing purposes to the project;
• Undertake other financial and administrative tasks on an ad hoc basis.

C.

Ensure effective project procurement:

• In accordance with the Work Plan arrange for procurement of equipment, supplies and services; Perform all functions as Project Procurement Focal Point;
• Process in ATLAS the transactions in line with the Internal Control Framework;
• Perform all functions as Field Office Buyer: create, dispatch and close Purchase Orders; record and maintain asset data in Asset Management module; Create and modify vendors in Vendor Portal.
• Arrange for equipment maintenance and insurance as required, including verification and transfer;
• Arrange receipt, inspection of goods and conduct distribution process of goods procured within the project and prepare the required documentation in line with the UNFPA Policy on Programme Supplies;
• Ensure that contractual processes follow the stipulated UNFPA procedures;
• Follow-up actively on the implementation of the procurement activities and take timely actions in collaboration with relevant project staff and CO staff;
• Carry out any other duties as may be required by UNFPA leadership, which contributes to the project efficient implementation.

Qualifications and Experience

Education:

• University Degree in economics, finance, accounting, public administration, and/or other related areas.

Knowledge and Experience:

• At least 7 (seven) years of experience in administrative work, accounting/finance, economics, procurement or other substantive area is required;
• Proficiency in current office software applications and corporate IT systems;
• Prior experience in development assistance or related work for a donor organization, governmental institutions and/or NGOs, is a very strong advantage;
• Knowledge of ATLAS / PeopleSoft or other ERP system is an asset;
• Strong interpersonal and organizational skills.

Languages:

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

Required Competencies

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change.

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact.

Functional Competencies:

• Managing the organization's financial resources,
• Providing procurement services,
• Ensuring facilities and assets management,
• Providing logistical support,
• Managing data,
• Managing documents, correspondence and reports,
• Managing information and work flow,
• Planning, organizing and multitasking,
• Supporting financial data analysis.

Compensation and Benefits

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.

Disclaimer

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

The United Nations Organization is committed to diversity and inclusion. Women, persons from vulnerable groups, such as persons with disabilities, Roma and other ethnic, linguistic or religious minorities, persons living with HIV, refugees and other noncitizens legally entitled to work in the Republic of Moldova, as well as persons from other underrepresented groups are particularly encouraged to apply.

For any questions or comments please contact [email protected]

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