Project Administrative Associate (NPSA-6) – Green Transition Project

Project Description

On 23rd of June 2022, the European Council granted the Republic of Moldova the status of EU candidate country which is a substantial achievement, but which comes with great responsibilities and obligations. One of such obligation is the “Green Agenda and Sustainable Connectivity” which includes Chapters of the environment and climate change acquis. In this sense, meaningful reform are expected in view of European Green Deal targets.

The proposed Green Transition Project takes due account of this endeavour. Hence, it will put in place the enabling conditions for a green transformation in Moldova through a combination of cross-sectorial decision-making in joint stakeholder platforms, capacity building measures, general education and awareness raising, dissemination of best policy practices, information sharing and networking, as well as pilot-testing green-transition related solutions and other activities, to ensure that the green transition concept is well understood and implemented.
The established enabling conditions and the investments into green-transition solutions will respond to the key development challenges that the country is currently dealing with such as the climate change, environmental pollution and the energy crisis.
It is well acknowledged that Moldova is highly vulnerable to climate change, given the limited resources and institutional capacities to address the climate change impacts. It is also due to the heavy reliance on the agricultural sector, water scarcity and other geographical factors. Currently the country is advancing with the national adaptation planning, including in the agricultural sector, aimed at putting in place proper intuitional, technical and budgeting capacities in the context of climate change, however significant gaps remain in embarking of the sectors into achievement of the long-term adaptation targets.
Environmental degradation is also posing a major threat to Moldova’s development agenda as its economy relies greatly on natural resources which leads to their overexploitation and pollution. Inadequate waste management practices and outdated practices and technologies in the key sectors of the economy also contribute to the environmental degradation and pollution. Mainstreaming of the green agenda into the country’s economic activities is taking place slowly.
Moldova is in line with the global trend of continuously growing urbanization, with the proportion of the population living in urban areas expected to rise from 47% in 2010 to 60% in 2030 (UN Habitat). Cities are increasingly and significantly contributing to the main drivers of global environmental degradation. The municipalities have the greatest impact on air quality and are responsible for more than 50% of total air pollution in Moldova.
From energy security perspective – Moldova is highly dependent on imported energy sources and rely mostly on the use of fossil fuels. In addition, inefficient energy supply and consumption across all sectors exacerbates the situation. Until recently being 100% dependent on Russian gas import, the country is actively seeking diversification of energy supplies after the war of aggression in Ukraine. Improvements both in energy efficiency and in the development of domestic resources – including renewable energy resources – for strengthened sustainability, competitiveness, and energy security rank high on the political agenda. Energy sector si also the main source of GHG emissions in the country.

Against this background, the Green Transition Project aims to support the Government of Moldova to engage sustainably in a transformative green agenda by enhancing awareness, building capacities and encouraging investments into low-emission and resource efficient economy.
The target areas of the project are resource efficiency, green and circular economy, cleaner and sustainable energy, and mobility.
The Project will be implemented under the following three specific components:

1. Socio-economic framework for a gender-responsive and inclusive green transition enabled.
2. Capacity and awareness on the inclusive green transition increased among key stakeholders.
3. Additional funding attracted by promoting and piloting investments in green and innovative technologies, while evidence-based decision-making for green transition is improved by deploying a reliable air quality monitoring system.

The implementation period of the project is 48 months and the total budget is 10 mln EUR.

Scope of Work
The Project Administrative Associate in close cooperation with the project team, under the direct supervision of the Programme Manager, will ensure the provision of administrative and financial services of the highest quality and standards to the project team, UNDP Country office, as well as national counterparts and clients.  More specifically:

Administrative tasks: 
•    Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
•    Provide administrative support to national and international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc) and coordinate short-term consultants;
•    Maintain records on all project suppliers and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
•    Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
•    Draft minutes of Project Board and other project related meetings;
•    Assume responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
•    Support in preparation of Travel Requests and F10 claims for project staff and consultants;
•    Arrange and coordinate translation services/projects;
•    Arrange external and internal meetings (including the meetings of the Project Board, launching events, workshops, as well as other relevant meetings etc.).
•    Administrative support in preparation of requests for advance of funds and/or direct payments;
•    Contribute to preparation of recurring reports as scheduled and special reports as required for budget preparations and audit;
•    Verify vendor’s information in Quantum and submit requests for vendor updates;
•    Assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
•    Administrative support in ensuring payments to project suppliers;
•    Create and manage e-requisitions in Quantum;
•    Arrange for equipment maintenance and insurance as required;
•    Providing support to office maintenance
•    Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
•    Maintain an equipment and spare inventory including verification and transfer when required.
•    Responsible for achieving of the project documents according to UNDP rules;
•    Undertake other administrative tasks on an ad hoc basis.
Key Results:

The key results have a direct impact on the overall successful achievement of the Green Transition Project. Accurate analysis and presentation of information enhances UNDP’s position as a strong development partner. The information provided facilitates decision-making of the Project Board, the Beneficiary and UNDP management.

Institutional Arrangement

Direct supervisor: Project Manager

Under the guidance and direct supervision of the Project Manager and the Project Finance Associate the incumbent contributes to to an effective and efficient implementation of the projects’ activities via administrative and financial management.

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

The Project Administrative Associate works in close collaboration with the Project team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving programme/project-related issues and information delivery.

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.

Competencies

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 

Minimum Academic Education:

•    Secondary Education;
•    University Degree (Bachelor´s degree) in economics, business administration, law, public administration or other related field will be given due consideration, but is not a requirement.

Work experience

•    Minimum 6 years (with Secondary Education) or 3 years (with Bachelor´s Degree) of experience in administrative work, business administration, economics, in development assistance or related work for a donor organization, consulting company, or NGO experience is required.
•    Previous experience with EC/UNDP is a strong advantage.
•    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.
Required  skills    •    Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
•    Ability to work in a team.
•    Excellent interpersonal skills are an essential part of the job.
•    Ability to prepare accurate reports and other related documents.
•    Ability to handle multiple tasks simultaneously and ability to prioritize.

Desired additional skills  
•    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 Language(s) (at working level)

•    Fluency in both oral and written English, and Romanian.
•    Knowledge of one or more minority languages relevant for Moldova, including Romani, Gagauzian, Bulgarian, Ukrainian and sign language is an asset.
Professional Certificates   n/a
The following documents shall be required from the applicants:

a)   Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
b)   A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
c)   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.