Back Project Management Support - Senior Assistant

Background Information- UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

The United Nations Office for Project Services (UNOPS) has been active in Serbia since 2000, and the operations of UNOPS Serbia Project Office (RSPO) have since 2017 expanded to North Macedonia and Montenegro.

UNOPS has been a reliable partner primarily of the Government of Serbia, and later of the Governments of North Macedonia and Montenegro, in providing support for demanding socio-economic reforms and facilitating accession to the European Union.

Currently, the RSMCO is implementing 14 projects focussed on sustainable socio-economic development, social cohesion, creating environment for employability, business and infrastructure growth, increased security, improved education, enhanced social inclusion either via enabling durable housing solutions or providing access to health, education and jobs for the most vulnerable population. All projects have good governance and gender equality as transversal themes. UNOPS projects are contextualised within the broader Sustainable Development Goals framework and objectives.

Project Background

The European Union Support to Social Housing and Active Inclusion Programme (EU SHAI) is designed to enhance implementation of social inclusion policies in Serbia and provide sustainable housing solutions accompanied with active inclusion measures for the most vulnerable population. The European Union (EU) has allocated 27 million Euros through the Instrument for Pre-accession Assistance (IPA) 2018 for the 36 month-long implementation of the Programme, and the UNOPS has been selected as the implementing partner. National partners and the Programme beneficiaries are the Ministry for Construction, Transport and Infrastructure, the Ministry of Labour, Employment, Veterans and Social Affairs and the Ministry of European Integration.

The Programme will strengthen capacities at the national and local level for identification, programming, implementation, monitoring, and evaluation of sustainable social housing programmes and projects. It will also provide a range of housing solutions for vulnerable beneficiaries, ranging from construction of multi-family residential blocks, to procurement of village or prefabricated houses, and reconstruction of self-owned properties. Interventions will also include small scale infrastructure works in sub-standard settlements. In order to facilitate sustainability, the Programme will support implementation of complementary social inclusion measures, which will primarily focus on employment and economic empowerment of beneficiaries. The projects will be selected through open calls for proposals, which are transparent solicitation methods, respecting fairness and integrity.

Particularly targeted groups belong to the vulnerable and at-risk-of-poverty population, such as Roma, disadvantaged women, in particular women victims of domestic violence, youth in/leaving care, persons with disabilities, and others who live in inadequate housing conditions. The Programme will also benefit national institutions and local self-governments, as well as social inclusion service providers from the public and civil society sector.

In order to enhance capacities of the national health system to respond to the COVID-19 pandemic and protracted health crisis, the European Union ensured additional funds to be used within the Programme to support Government’s urgent response through procurement of medical and non-medical equipment and items, provision of sanitary/food packages for Roma people living in informal settlements without basic sanitary conditions, provision of technical assistance to line national institutions to conduct COVID-19 related procurements, and support for engagement of medical teams.

The Programme, grounded in national and international frameworks, will contribute to meeting the European Union accession criteria under Chapters 19 that relates to social inclusion and Chapter 23 that covers fundamental rights, along with achieving the United Nations Sustainable Development Goals.

Functional Responsibilities

Under the direct supervision of the Project Manager, the Project Management Support - Senior Assistant will be responsible for provision of technical and administrative assistance, including review of financial data, to the implementation of all Programme grant related activities**

The Senior Assistant will undertake the following activities/responsibilities:

• Maintain professional relationship with the Programme’s beneficiaries: local self-governments (LSGs), national and local institutions and civil society organisations as well as with other Programme’s stakeholders
• Provide administrative support to Calls for Proposal announcement, grant application and evaluation processes, and in communicating different information to the Programme beneficiaries
• With guidelines from the Project Manager and the Project team, provide support in technical and administrative monitoring, including review of financial data, of the implementation of the selected projects and concluded grant agreements
• Provide basic technical assistance and guidance to the grant beneficiaries in implementation of selected projects
• Conduct field visits to the Programme’s grant beneficiaries
• Liaise with the Support Services team to support successful implementation of grant agreements by maintaining regular communication between the Programme and Support Services units in order to ensure timely exchange of information on the implementation status, fulfillment of milestones and following actions.
• Provide assistance in collection and preparation of documentation related to processing of financial transactions related to grant activities including collection and review of grantees’ financial reports and records, collection of evidence for grant related payments and evidence for co-funding, support the facilitation of VAT exemption and preparation of documentation for grant installment processing
• Establish activity progress tracking sheets and regularly update with inputs provided by the grant beneficiaries
• Maintain archive related to the Programme grant activities, as per agreement with the line manager and in line with the UNOPS/EU SHAI requirements
• Contribute to identification and assessment of risks and assist in implementation of mitigation measures in accordance with the Risk Management Strategy
• Assist in development of the Programme’s plans
• Assist in monitoring and reporting on the progress of grant activities against the Logical Framework Matrix indicators and in drafting reports as envisaged by the Programme Document
• Contribute to identification and sharing of the Programme’s lessons learned and best practices
• Contribute to efficient and effective use of EU SHAI and UNOPS tools for monitoring of Programme’s performance, outputs and benefits
• Contribute to the successful administrative and financial closure of grant contracts
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Required Selection Criteria

Education

Secondary education is required

Bachelor degree preferably in Economics, Business Administration, Finances, Social Sciences or related field will be considered as an asset

Work Experience

Five years of experience in project management support position is required

Two years of experience in supporting implementation of grant schemes is an asset

Direct experience in working with local self-governments and CSOs is an asset

Language Requirements

Fluency in Serbian and English is required

Driving license

Driving license and ability to travel independently is required

Core Competencies

• Strategic Perspective - Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. (for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

• Integrity & Inclusion - Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

• Leading Self and Others - Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

• Partnering - Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

• Results Orientation - Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

• Agility - Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behaviour. Performance is consistent, even under pressure. Always pursues continuous improvements.

• Solution Focused - Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

• Effective Communication - Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

ALL CANDIDATES ARE REQUESTED TO SUBMIT A CV AND COVER LETTER ALONG WITH THEIR APPLICATION

Contract type, level and duration

This is a local position, it is therefore open to nationals of the Republic of Serbia and to individuals who have a valid residence/work permit.
Contract type: Ongoing ICA
Contract level: Local ICA 5
Contract duration: Open-ended subject to organizational requirements, availability of funds and/or to satisfactory performance
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.

Recruitment/internship in UNOPS is contingent on the results of such checks.

For more information on UNOPS, please visit the UNOPS website at www.unops.org**