Project Assistant

  • Added Date: Tuesday, 14 November 2017
  • Deadline Date: Monday, 27 November 2017

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Development losses caused by disasters as well as population and GDP exposure to hazards are continuously being increased in Bosnia and Herzegovina (BiH). The country is exposed to various hazards, with most common ones being earthquakes, floods, droughts, heatwaves, wildfires, landslides and man-made hazards with climate change forecasts predicting an acceleration of extreme weather phenomena. The country faced numerous challenges after the war, combined with political deadlocks and weak economic situation, resulted in disaster risks being at the bottom of priorities. This lead not only to weak general capacities but also to unabsorbing of improvements and new approaches in dealing with disaster risks. Overlooking of contemporary understanding of disaster risk reduction (DRR), which teaches that disasters are a result of poor development decisions and cannot be solved by civil protection alone, contributed to creation of additional disaster risks. Today, disasters in the country range from high-frequency small disasters to devastating events such as May 2014 floods that caused total of 2 billion EUR losses and damages. To deal with these, every-day more complex disasters, the country needs full implementation of understanding that development efforts have to be disaster proof and climate smart. DRR sector in the country requires a strategic roadmap and actions strengthened with new tools and approaches moving away from business as usual.

To address these challenges UNDP BiH is implementing DRR projects that are strengthening DRR capacities at all government levels. This is done by putting in place legal and policy frameworks and implementation of disaster and climate risk management measures.

Under the overall guidance of the Disaster Risk Reduction Project Manager, the Project Assistant (PA) provides project support services ensuring high quality, accuracy and consistency of work. PA will be responsible for technical and logistical assistance to the DRR Project Manager while implementing activities under the on-going DRR projects and other relevant DRR initiation activities and will operate from the central office in Sarajevo. The PA promotes a client, quality and results-oriented approach and works in close collaboration with the sector, operations, programme and projects staff in UNDP Country Office.

Overall technical support to management of DRR Projects activities

  • Assists the Projects teams in timely reporting and planning processes;
  • Assists the Projects teams’ members in coordinating activities in the field, including maintaining contacts with stakeholders, arranging and attending meetings, and minutes taking and ensuring follow up;
  • Collects and collates information and documentation related to monitoring of project activities, indicators and deliverables;
  • Ensures accurate data entry into comprehensive data bases and tools to enable smooth Project monitoring;
  • Assists the Projects teams in preparation of Projects publications and materials;
  • Assists in promotional activities of the Projects, including collection of information on Projects related activities published in on-line media;
  • Drafts routine official correspondence/documents and assists in the preparation of various reports;
  • Prepares background materials for discussions, correspondence and briefing sessions.


Administrative and logistical support to the Projects teams

  • Assists in recruitment, procurement and overall programme and operational administrative management;
  • Assists in organization of field visits, missions, conferences, trainings and other logistics arrangements, as required by the Projects activities;
  • Provides support in organization of external evaluations/ audits of the Projects and prepares information for evaluation or audit purposes;
  • Provides simple translation and interpretation for Projects activities, as required;
  • Engagement of translators in accordance with business processes;
  • Collates information related to travel of teams’ members for purposes of obtaining travel authorisation;
  • Organizes transportation services in accordance with business processes;
  • Maintains Projects archive and files.

Business Process Quality Assurance

  • Facilitate that business processes followed by the projects are in line with the UNDP rules and regulations, policies and internal control framework;
  • Provides support in the creation of projects in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, project management, operational and financial closure of projects;
  • Creates requisitions in Atlas; prepares non-PO vouchers;
  • Making budget check for requisitions, POs and vouchers;
  • Register of goods receipt in Atlas;
  • Follows the internal expenditures control system that ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
  • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.

Support to the Projects teams 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 projects knowledge management activities and products;
  • Provides effective support to the Project Manager in incorporating gender equality in all areas of implementation of projects components, in the organization of the project evaluations and audits;
  • Ensures that all the data, when collecting and compiling inputs related to the projects, are gender and age disaggregated and evaluated from the gender point of view;
  • Ensures minimum 30% participation of the other gender in the preparation of meetings/consultations/trainings/commissions.

Advocacy/Advancing A Policy-Oriented Agenda/Support the preparation of information for advocacy

  • Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management/ Contributing to results through provision of information

  • Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships/Maintaining information and databases

  • Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches/Implementing processes and uses products

  • Documents and tracks innovative strategies/best practices/new approaches

Resource Mobilization/Providing information for resource mobilization strategies

  • Maintains information/databases on potential and actual donors;
  • Maintains database of project files;
  • Provides data and information needed for preparation of project documents.

Promoting Organizational Learning and Knowledge Sharing/Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise/Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position;
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
  • Demonstrates good knowledge of information technology and applies it in work assignments.

Client Orientation/Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion;
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  • Responds to client needs promptly.

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity;
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control;
  • Managing conflict;
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each employee;
  • Informed and transparent decision making.

Prince2 training and certification, RMG would be an asset.

Education: 

  • Secondary education, university degree would be an asset.

Experience: 

  • 5 years of relevant administrative project experience is required at the national or international level. 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 of web- based management systems. Knowledge of PeopleSoft web based application would be an asset.


Language Requirements: 

  • Excellent English and B/S/C language skills, both written and oral.

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 12 months

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