Project Assistant
JOB DETAIL
Background
The United Nations Development Programme (UNDP) is the UN’s global development network, working in 177 countries and territories. In Bosnia and Herzegovina, UNDP is committed to helping the country through strengthened national and local capacities to carry out political, economic and social reforms and promote development. In the programmatic period 2021-2025, United Nations Sustainable Development Cooperation Framework will guide the work of authorities in Bosnia and Herzegovina (BiH) and the United Nations (UN). Commitment to work together and achieve priorities in BiH is expressed by: The 2030 Agenda for Sustainable Development and selected Sustainable Development Goals (SDGs), future accession to the European Union, Economic Reform Program of Bosnia and Herzegovina 2023-2025, and the human rights commitments of BiH, including other agreed international and regional development goals, and treaty obligations and conventions.
Support to Immediate Recovery from the 2024 Floods in Bosnia and Herzegovina represents an EU funded intervention, designed to provide immediate response to needs of the population in local communities in BiH directly affected by the natural disaster declared in October 2024.
The project will operate in affected governments in BiH in helping them effectively and sustainably recover from the event, through rehabilitation and/or (re)construction of housing units and public facilities, rehabilitation and/or (re)construction of small-scale community infrastructure and support to agricultural producers and MSMEs in restoring their businesses.
Under the direct supervision of the Project Manager the Project Assistant will provide support services ensuring high quality, accuracy, and consistency of work. Project Assistant will be responsible for administrative and logistical assistance to Project Manager and Project Team while implementing activities under the Support to Immediate Recovery from the 2024 Floods in Bosnia and Herzegovina project.
The incumbent will be based in UNDP BiH office in Sarajevo.
Duties and Responsibilities
Overall technical, administrative, and logistical support to the Project activities
- Assists the Project Manager and Project Team in the implementation of technical and operational activities for the preparation of the outputs;
- Participates in planning, organizing and execution of the Project activities;
- Assists the Project Team in coordinating activities in the field, including maintaining contacts with stakeholders, arranging and attending meetings, as well as taking notes and ensuring follow up.
- Ensures accurate data entry into comprehensive data bases and tools to enable smooth Project monitoring.
- Draft routine official correspondence and assists in the preparation of various reports.
Support procurement and administrative processes necessary for successfully implementing the project activities
- In consultation with the UNDP’s Procurement Unit supports Project Manager in full compliance of project related procurement activities with UN/UNDP rules, regulations, policies and strategies.
- Supports the Project Manager in preparation of procurement plans for project and monitoring and implementation of procurement activities and processes.
- In consultation with the UNDP’s Procurement Unit supports the Project Team in conducting procurement processes including RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
- In consultation with the UNDP’s Procurement Unit support Project team in preparation of documents for submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Coordinates with UNDP’s Procurement Unit regarding preparation of Purchase Orders and Contracts for Services.
- Assist the Project Manager and Project Team in the selection process of the consultants to be hired by the Project according to the rules and procedures established by UNDP;
Support to the project team in implementation of the project business processes
- Provides support in organization of external evaluations/audits of the Project and prepares information for evaluation or audit purposes.
- Organizes translation and interpretation services in accordance with business processes.
- Provides minor translation/interpretation services, as required.
- Organizes transportation services in accordance with business processes.
- Maintains Project archive and files.
Support business process quality assurance with following expected results
- Ensures that business processes followed by the projects are in line with the UNDP rules and regulations, policies, and internal control framework.
- Assists in timely reporting and participates in drafting of the project reports.
- Assists the Project Manager in implementation of monitoring and evaluation plan.
Support the project Team in effective mainstreaming of gender equality
- Provides effective support in mainstreaming gender equality in the projects implementation and makes sure that knowledge on gender equality is incorporated in the project’s knowledge management activities and products;
- Ensures that all collected data related to the project are gender and age disaggregated and evaluated from the gender point of view.
The incumbent performs other duties within their functional profile as deemed necessary for functioning of the Office and the Organization.
Institutional Arrangement
The incumbent will report to the Project 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 Direction and Strategy | Business Acumen | Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome; Ability to make good judgments and quick decisions within such frameworks; Knowledge and understanding of the operational frameworks in the organization. |
| Business Management | Working with Evidence and Data | Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making. |
| Business Management | Communication | 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. |
| Business Direction and Strategy | Negotiation and Influence | Reach a common understanding/agreement, persuade others, resolve points of difference through a dialogue, negotiate mutually acceptable solutions and create ‘win-win’ situations. |
| Business direction and strategy | System Thinking | Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system. |
| Digital | 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”. |
| Procurement | Procurement management | The ability to acquire goods, services or works from an outside external source. |
Required Skills and Experience
Education:
- Secondary Education is required.
- University Degree (Bachelor´s degree) in Public Administration, Economics, Social Sciences or similar will be considered an asset, but is not a requirement.
Experience:
- Minimum 5 years (with Secondary Education) or 2 years (with Bachelor´s degree) of administrative or project experience is required at the national or international level.
- Experience in the usage of computers and office software packages.
- Advance knowledge of spreadsheet and database packages and experience in handling of web-based management systems.
- Experience working in an international setting
- Experience in preparation of Purchase Orders and Contracts for Services
- Experience in technical, administrative, and operational support to project implementation.
- Experience in communication with stakeholders/beneficiaries.
- Experience in support of implementation of business processes and quality assurance of business processes.
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.
