UNDP Jobs - 35895- Office ASSISTANT - Joint Integrated and Local Deve

Office ASSISTANT - Joint Integrated and Local Development (JILDP) Project

Location :

Chisinau, MOLDOVA

Type of Contract :

Service Contract

Starting Date :

20-Mar-2013

Application Deadline :

08-Mar-13 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

10 months

Languages Required :

Expected Duration of Assignment :

34 months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The Government of Moldova explicitly acknowledges that decentralization represents an essential item on the reform agenda of the country. The goal is to provide quality services to women and men equitably - including the rights of persons from vulnerable groups - through building autonomous and democratic local governments, able to manage efficiently their responsibilities. Thus, on April 5, 2012 the Parliament of the Republic of Moldova adopted the National Decentralization Strategy that represents the main policy document in the field of local public administration and establishes the national mechanisms in the field of decentralization to ensure genuine local autonomy.

During the implementation of the Strategy in 2012-2015, the Government aims to achieve the following objectives:

A functional system of allocation of competences between Central and Local Government correlated to local governments’ resources, and capacity to provide quality public services;
A system of local public finance that would ensure local governments’ fiscal autonomy and maximize efficiency and equity in resource allocation;
Full and effective public property management and local economic development;
Increasing local governments’ administrative capacity and reduce their fragmentation;
Creation of an institutional and legal system to ensure local governments’ transparent decision-making and functional autonomy.

Prior to Strategy’s approval, the Government has benefited from the support provided by the Joint Integrated Local Development Programme (JILDP) implemented by UNDP and UN Women and funded by the Government of Sweden and UNDP. Given the stringent need to further advance with the implementation of the Decentralization Strategy, and building on the successful cooperation with the Joint Integrated Local Development Programme, the State Chancellery together with United Nations have designed a new Programme phase of the Joint Integrated Local Development Programme to support the implementation of the Decentralization Strategy at policy and local levels.

The Overall Objective of the Programme is to support better and equitable service provision and sustainable local development, facilitated by the improved legal and institutional framework resulting from the implementation of the National Decentralization Strategy. The Immediate Objectives of the Programme are:

To support the Government in improving the policy and legal framework as mandated by the National Decentralization Strategy to ensure local autonomy, availability of resources, and more effective local management for better and equitable service provision.
To improve the capacity of LPAs to deliver efficient, equitable and accessible local public services, to facilitate sustainable development and foster social inclusion.

The Programme will be implemented and will advocate for using Human Rights Based Approach (HRBA) and Gender equality (GE) which calls for greater participation, accountability, transparency and non-discrimination in all national and local development processes.

Duties and Responsibilities

Office Assistant will work under guidance and direct supervision of the Programme Manager and Associate in order to ensure smooth running of the JILDP office.

In addition, the Office Assistant will assist both the Programme Associate and Programme Manager and other project staff in implementation of day-to-day activities, when needed.

The Office Assistant applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Administrative management

Assist the Programme Manager and other project staff to ensure the smooth and efficient implementation of project activities;
Assist the Associate in all administrative-related matters, such as logistics support to different events organized by the project, drafting of the minutes for these events and, coordination of field visits and international missions to the project;
Provide support to Programme officers, national and international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, accommodation, etc);
Handle the preparation of all project-related documents;
Maintain the project’s database, including registry and maintenance of project files and records;
Maintain office equipment and manage office stationary supplies;
Provide general efficient receptionist and information services;
Compile, copy and distribute all project reports;
Perform translation/interpretation to/from Romanian and English of the documentation, as well as any other information related to activities of JILDP as follows: consecutive/simultaneous oral translation; written translation, including editing;
Translation services provided shall be natural (using natural forms of the receptor language in a way that is appropriate to the kind of text being translated), accurate (reproducing as exactly as possible the meaning of the source text) and communicative (expressing all aspects of the meaning in a way that is readily understandable to the intended audience);
Drafting and translation of correspondence, when needed.
Provide other support when required by project management.

The key results have an impact on the overall successful implementation and achievement of the objectives of the Project. The information provided facilitates decision-making of the Project Board and UNDP management.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values.
Exerts strict adherence to corporate rules, regulations and procedures. Familiarity with the internal control framework and results-based management tools is a must.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment
Ability to establish and maintain contacts with senior-level officials of the host government required. Excellent interpersonal skills are essential part of the job.
Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents.

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Demonstrates openness to change and ability to manage complexities

Required Skills and Experience

Education:

University Degree in economics, finance, accounting, foreign language, international relations or other related field.

Experience:

At least two years of experience in administrative work, interpreting/translation from Romanian to English and English to Romanian, accounting/finance, economics, or other substantive area is required.
Previous experience in development assistance or related work for a donor organization, consulting company, or NGO is a very strong advantage.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management system.

Language Requirements:

Fluency in oral and written English, Russian and Romanian is a must.
Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

UNDP is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply.
Applications should be submitted on line and preferably include Personal History Form (P11). Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued. Please note that only applicants who are short-listed will be contacted. Only citizens of the Republic of Moldova are eligible to apply.