Project Assistant (m/f)

Job Title: Project Assistant

Position Number: 00152325

Project/unit: Regional Dialogue for the Future (DFF) / Justice and Security Sector

Reports to: Joint National Programme Coordinator

Approved Grade:SB3/1

Position Classified by: HR Unit

Classification Approved by: Slobodan Tadic

II. Organizational Context

Based on experiences in Bosnia and Herzegovina, and at the initiative of the BiH Presidency, the participating UN agencies’ (UNDP, UNICEF, UNESCO) country teams in Bosnia and Herzegovina, Montenegro and Serbia developed a joint multi-country (regional) programme to foster regional dialogue and address barriers to social cohesion in and among the countries concerned. This joint programme builds on two phases of the BiH-focused “Dialogue for the Future (DFF)” project, aimed at enabling spaces for meaningful dialogue and promotion of coexistence in Bosnia and Herzegovina. Due to BiH’s geographic position in the Western Balkans; its complex demographic structure and (in recent history) challenging political dynamics, inter-communal tensions and trends echo the loudest across this particular country, especially so when they are imported from the outside. The social fabric within and between communities and countries remains fragile, not allowing for a durable peace and reconciliation, to settle across the region. The impetus for the current multi-country programme recognizes that persistent social divisions and negative dynamics within BiH continue to generate tensions that hamper progress toward stronger social cohesion, stability and genuine reconciliation among all populations across the region.

This programme posits the hypothesis that if members from different (ethnic) groups in the region, and especially youth, are sufficiently capacitated to engage in constructive dialogue and provided structured opportunities to identify social cohesion priorities and communicate them to their elected leaders and relevant institutions through dialogue platforms, and address them through joint projects and activities, then this will ensure broad-based participation and create partnerships across the four countries in pursuit of commonly identified priorities because skill-building for constructive dialogue, identification of common social cohesion priorities and joint action to address them will help break down barriers among various groups and help build a sense of connectedness and understanding, which are requisite in resilience to conflict.

This joint multi-country programme is complementary to the European Commission’s Strategy for the Western Balkans (WB), adopted in February 2018, which puts reconciliation, good neighborly relations and regional cooperation in focus. Activities and results under this joint programme also contribute to the implementation of the 2030 Agenda for Sustainable Development in BiH and the region, particularly goals 4, 5, 11, 16, 17.

Activities planned under the joint multi-country programme have the following:

Outcome: Stability and trust in the region, and especially in Bosnia and Herzegovina, are enhanced.

Output 1.1: Different groups in the region, and youth in particular, acquire and practice skills to help break stereotypes and constructively interact across divides.

Output 1.2: Citizens from different groups jointly identify and implement actions that can promote social cohesion in the region, especially in Bosnia and Herzegovina.

Output 1.3: Policy recommendations to improve social cohesion in the region are effectively advocated for and endorsed by authorities and relevant stakeholders.

UNDP Country Office in Bosnia and Herzegovina, in capacity of Convening Agent and on behalf of participating UN agencies, is seeking to recruit a Project Assistant, that would closely work with, and be supervised by, the Joint UN National Programme Coordinator. The Project Assistant will ensure high quality, accuracy and consistency in his/her work and promote a client-oriented approach consistent with UNDP rules and regulations. Furthermore, the incumbent will work in close collaboration with the UNDP BIH Operations, programme and projects staff and other UN agencies staff to exchange information and ensure consistent service delivery.

III. Functions / Key Results Expected

Summary of key functions:

Under the supervision of the Joint National Programme Coordinator, the Project Assistant will provide support with due respect to UNDP rules and regulations and in accordance with the UNDP internal control framework.

The Project Assistant will have the following main functions:

• Assist in the implementation of the Regional Dialogue for the Future and other Justice and Security Sector projects;
  
• Continuous Business Process Quality Assurance in accordance with UNDP Rules and Regulations;
  
• Support in reporting and analysis of project activities;
  
• Support to project financial monitoring and management;
  
• Support to the project and Justice and Security Sector in effective mainstreaming of gender equality.
  

Assist in the implementation of the Regional Dialogue for the Future and other Justice and Security Sector projects:

• Support the relevant projects in development of work plans and design activities to be implemented in the relevant area of responsibility;
  
• Assist in effective implementation of project activities as per annual work plan;
  
• Assist in development and implementation of procurement and capacity building activities in the area of peacebuilding in accordance with the workplan;
  
• Assist in the coordination of project activities among consultants/services/goods providers in selected localities, including but not limited to the preparation of terms of reference for the selection of external partners (individuals or companies);
  
• Support the establishment/operation of participatory planning and implementation mechanisms;
  
• Assist in monitoring grants in financial and programmatic terms;
  
• Provide administrative support in organization of external evaluation of the project;
  
• Ensure efficiency in the provision of support to local stakeholders.
  

2. Continuous Business Process Quality Assurance in accordance with UNDP Rules and Regulations:

• Facilitate business processes followed by the Projects in line with the UNDP Rules and Regulations, applicable procedures and policies and the UNDP Internal Control Framework;
  
• Monitor and regularly update Global Atlas System Project repositories as well as Project Monitoring Platform and Project Risk and Issues logs ensuring that they are regularly updated with project indicators, targets and progress/results in coordination with the management staff;
  
• Support Joint National Programme Coordinator and relevant management staff in ensuring that procurement and recruitment activities are implemented in due course and as per Procurement Plan, Recruitment Plan and in accordance with UNDP Rules and Procedures.
  

3. Support in reporting and analysis of project activities:

• Support Project reporting requirements through data collection and analysis, and drafting of various project related reports;
  
• Assist in analysing and compiling data to measure progress and impact of project’s activities;
  
• Support the communication and coordination process with donors and keep up to date with donor requirements;
  
• Coordinate data collection from the field regarding outcomes of project’s components;
  
• Engage in data collection process in the field;
  
• Provide feedback on reporting problems and solutions;
  
• Perform specific operational/control tasks for project activities, including undertaking field visits for specific monitoring and evaluation issues;
  

4. Support to project financial monitoring and management;

• Prepares and processes all project related financial transactions in Global Atlas System, such as vouchers, requisitions, project budget revisions etc;
  
• Supports periodic and ad-hoc financial reporting to UNDP and other parties, as needed;
  
• Supports the project management in monitoring expenditures and commitments against project budget and relevant plans;
  
• Provides finance-related data to support project implementation, planning and reporting;
  
• Drafts various correspondence concerning finance, operations and budgetary issues as required;
  
• Assists team members, experts and consultants, in liaison with UNDP Operations, on financial and other operational matters.
  
• Coordinates procurement procedures for the project according to the UNDP rules and regulations;
  
• Assists in the organization of field visits, missions, workshops, training, round-tables and conferences within the project;
  
• Maintains and updates all administrative, personnel and financial files and records as well as general office files related to the project.
  

5. Support to the Project Team in effective mainstreaming of gender equality:

• Support to the Joint National Programme Coordinator and relevant management staff in ensuring gender mainstreaming throughout all project activities, work plans, budgets, reports, research and analyses;
  
• Ensure gender equality is mainstreamed throughout the project, consultants and contracted companies.
  

IV. Impact of Results

The key results have an impact on the efficient, effective, transparent and accountable implementation of the relevant projects and the Sector as such, contributing to increased opportunities for dialogue and trust building, ultimately improving the quality of social cohesion in local communities and the society as a whole.

V. Competencies

Functional Competencies:

Level 1.1: Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences
• Results-Based Programme Development and Management

Level 1.1: Contributing to results through provision of information

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

Level 1.1: Maintaining information and databases

• Analyses general information and selects materials in support of partnership building initiatives
  
• Maintains databases of donor information;
  
• Innovation and Marketing New Approaches
  

Level 1.1: Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches
  
• Responds positively to new approaches.
  
• Resource Mobilization
  

Level 1.1: 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
  

Level 1.1: Basic research and analysis

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

Job Knowledge/Technical Expertise

Level 1.1: 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
  
• Ability to perform a variety of standard tasks related to data analysis, collecting and preparation of documentation, data processing and consolidating, filing, provision of information,
  
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
  

Client Orientation

Level 1.1: 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 both orally and in written
  
• Creating synergies through self-control
  
• Managing conflict
  
• Consistently approaches work with energy and a positive, constructive attitude
  
• Ability to successfully manage competing priorities
  
• Remains calm, in control and good humor even under pressure
  
• Learning and sharing knowledge and encourage the learning of others.
  
• Promoting learning and knowledge management/sharing is the responsibility of each employee.
  

VI. Recruitment Qualifications

Education:

• University degree in social sciences, economics, business or related field.
  
• Secondary education with additional three years of experience may be taken into the consideration in lieu of university degree
  

Experience:

• 2 years of relevant programme or administrative experience in case of university degree;
  
• 5 years of relevant programme or administrative experience with secondary education;
  
• Experience in coordinating communication with Project's stakeholders and field work;
  
• Experience in working with the non-governmental sector would be an asset;
  
• Experience in grant contracting and monitoring;
  
• Basic understanding of M&E would be an asset.
  
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
  

Language Requirements:

• Fluency in English and official languages of BIH