Back Project Assistant, NPSA-5

Background

The United Nations Development Programme (UNDP), acting as an implementing agency of the Green Climate Fund (GCF), is providing assistance to the Serbian Government in the preparation and implementation of the GCF funded project “Advancing medium and long-term adaptation planning in the Republic of Serbia (NAP project) – phase 2”. 

The project builds on Serbia’s NDC commitments to advance medium and long-term adaptation planning in the Republic of Serbia with a National Adaptation Plan (NAP), providing support for iterative improvements to the NDCs under the enhanced transparency framework requirements, while enabling the Government of Serbia to build and strengthen capacities for mainstreaming climate change adaptation (CCA), through strengthening Adaptation planning governance and institutional coordination, producing evidence to design adaptation solutions for maximum impact, catalyzing private sector engagement in adaptation, and increasing adaptation finance.. 

Project activities will address the main barriers to the integration of CCA into national, sectorial and local government planning and budgeting and support the formulation of financing strategies and mechanisms for the scaling up of medium- and long-term adaptation.

The overall goal of the NAP will be to reduce climate change related risks throughout Serbia by strengthening institutional and technical capacities that support integrated CCA planning and programming.
 

Duties and Responsibilities

Under the guidance of the Portfolio Manager, the Project Assistant will:

Provide support for project implementation 

• Support the day-to-day implementation of project activities 
• Provide inputs for 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 analyze 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 calendar of events
• Follow up with (sub)contractors to ensure time delivery of outputs
• Maintain cooperation and communication with project partners and beneficiaries on the implementation of the agreed activities, especially for the events, trainings, workshops, etc. 
• Facilitate knowledge building and knowledge sharing within the project team 
• Participate in recruitment and evaluation panels, as required

  Provide support for project administration

  • Support in managing project finances, process invoices and ensure tax exemption for project related goods and services 
  • Support procurement processes, provide inputs for request for quotations/proposals, prepare tenders and small procurements (canvassing), provide inputs for UNDP procurement plan
  • Support the recruitment of short-term consultants in line with rules and regulations
  • Assist project teams, experts and consultants on travel and logistics matters
  • Perform other tasks and duties as assigned by the supervisor
  • Present information for audit of NEX projects.
  • Ensure full compliance of activities with UNDP rules, regulations, and policies

    Provide support to knowledge building and knowledge sharing

    • Codify and share knowledge by capturing best practices, lessons learned and client’s feedback.
    • Support activities related to assessing capacities and needs of government organizations and partners, in close collaboration with national counterparts, at both central and local level.
    • Facilitate team’s learning and knowledge sharing.

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

      Institutional Arrangement

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

      Competencies Core 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 

      Thematic Area Name Definition Business Development Knowledge Generation

      Ability to research and turn information into useful knowledge, relevant for context,

      or responsive to a stated need. Ability to apply  

      existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations

        Business Management  Project Management 

      Ability to plan, organize, prioritize and control

      📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

      ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

      resources, procedures and protocols to achieve

      specific goals

        Administration & Operations

      Documents and records management

      Overall document (hard or electronic) management; registry and retention policy including storing and archiving   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 Procure-to-Pay Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations  

      Required Skills and Experience   Education:

      • Completion of Secondary Education is required. or
      • University degree (bachelor’s degree) in Project Management, Organizational, Social, or Environmental Sciences will be given due consideration, but it is not a requirement
          Experience:
        •    Minimum 5 years (with Secondary Education) or 2 years (with bachelor’s degree) of progressively responsible experience in project/administrative support experience in governmental, international, or non-governmental settings. 

          Required skills:

          • Proven track record of consistently ensures timeliness and quality of Project work
          • Demonstrated experience in establishing strategic relationships and substantive dialogue with clients
          • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling web-based management systems
             

            Desired skills:

            • Experience in providing support in organizational activities (organization of trainings, workshops, events)
            • Experience in preparing reports and/or other written materials.
            • Experience working in the UN system or other international organizations 
            • Experience in performing at least one of the following operational tasks: finance, administration, procurement, contracting, etc.
            • Experience in working in the relevant areas (environment and climate change, energy, agriculture, forestry) 

              Languages:

              • Fluency in Serbian and English is required

                The online application form must be fully completed. Applicants are required to carefully complete their online application form and reflect all of their work experience history in the application. 

                Only attaching a CV is not sufficient for applicants to be considered for positions. All applicants have to complete the Experience, Education, Language, and Nationality & Permanent Residence fields fully.

                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.

                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.