Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
UNDP Serbia supports the Government of Serbia to comply with international conventions and European Union regulations on climate change, adaptation and mitigation, emission-reduction, and promotion of the transition to low-emission and climate-resilient development. Within the Environment and Climate Change portfolio, UNDP work includes assisting the Government in creating a stable and functioning framework in order to meet the requirements under the Rio Conventions (UNFCCC, UNCBD, UNCCD).
The European Green Deal and the Green Agenda for the Western Balkans offer a blueprint for joint action to tackle the challenges of the green transition. The Green Agenda was shaped into regional action through the Sofia Declaration and the Action Plan for the Implementation of the Sofia Declaration on the Green Agenda for the Western Balkans 2021 – 2030.
The green transition requires a cross-sectoral approach and broad societal participation to trigger transformative change. In line with this ambition, the “Green Agenda for Serbia” project funded by the EU, was designed to build broader engagement and participation. The project objective is to contribute to the efficient, inclusive, and sustainable implementation of the Green Agenda by improving the strategic and legislative framework, co-financing the implementation of innovative pilot projects, and mobilizing additional financing for scale-up investments. In this way, the project will contribute to the green transformation of the economy and society in Serbia. The project will also contribute to the decarbonization of the economy and achievement of the Paris Agreement goals, reducing environmental pollution (air, soil, and water) and support the alignment of Serbia’s regulatory framework with the EU acquis in following five pillars of the Green Agenda:
1. Climate action, decarbonisation, energy efficiency, and green industries;
2. Circular economy for resource efficiency and industrial symbiosis;
3. Depollution of the environment with a strong focus on air quality;
4. Protecting and investing in biodiversity and ecosystems;
5. Sustainable food systems for sustainable rural livelihood.
Having all abovementioned in mind, UNDP is seeking a Project Assistant to assist the UNDP Project Officer and the Decarbonization team in the implementation of project activities related to Decarbonization. This includes development of policy and legal framework (including development of the Environmental Protection Strategy), and support in the implementation of innovative pilot projects in this area.
The purpose of this position is to support the implementation of the UNDP projects that underpins the green transformation and decarbonization of the economy and depollution of the industry in Serbia. The main focus of the position will be on activities under the EU funded project “EU for Green Agenda in Serbia” in an integrative manner and in close coordination with other team members responsible for the decarbonization and depollution of the industry.
Duties and Responsibilities
Under the guidance of the Project Officer, the Project Assistant will:
Provide support for project implementation
- Support the day to day implementation of project activities
- Provide inputs for the development of project monitoring and evaluation framework
- Assist in preparing work plans and project reports
- Assist in preparation o Performance Based Payment Agreements, Letter of Agreements and related documents
- Assist project team in communicating with experts and contracted parties
- Support organization and coordination of meetings, training sessions, workshops, conferences, and project events and prepare reports and meeting minutes, as required
- Draft terms of reference for consultants and contractors, as required
- Prepare briefs, talking points, and relevant communication materials
- Draft correspondence on project issues, as required
- Identify and collect policy-related and other relevant information, documents and data, compile and analyze data for further use in project management
- Establish and maintain project filing system, incoming and outgoing correspondence, maintain a calendar of events, maintain project’s shared folder; maintain computer and manual filing systems;
- Write letters and emails, generate reports and take accurate minutes of meetings and handle sensitive information in a confidential manner;
- Follow up with (sub)contractors to ensure timely delivery of outputs
- Maintain cooperation and communication with project partners and beneficiaries on the implementation of the agreed activities, especially for the events, training, workshops, etc.
- Facilitate knowledge building and knowledge sharing within the project team
Provide support for project administration:
- Support in managing project finances in UNDP financial system (e.g. process invoices, preparation of e-requisitions, PO and non-PO vouchers, corrective actions on vouchers, ensure tax exemption for project-related goods and services etc.);
- Support procurement processes, provide inputs for requests for quotations/proposals, prepare tenders and small procurements (canvassing), provide inputs for UNDP procurement plan
- Participate in recruitment and evaluation panels, as required
- Support selection of short-term consultants in line with rules and regulations
- Assist project teams, experts, and consultants on travel and logistics matters
- Perform other tasks and duties as assigned by the supervisor
- Ensure full compliance of activities with UNDP rules, regulations, and policies
Institutional Arrangement
The Project Assistant will work under the guidance and direct supervision of the Project Officer.
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 Development | Knowledge Generation | Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need | | | Operations: Administration, Finance, HR, Procurement, IT and Security | Documents and records management | Overall document (hard or electronic) management; registry and retention policy including storing and archiving | | | Operations: Administration, Finance, HR, Procurement, IT and Security | Events management (including retreats, trainings and meetings) | Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. | | | Operations: Administration, Finance, HR, Procurement, IT and Security | Procure-to-Pay | Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations | | |
Required Skills and Experience
Education:
- Minimum Secondary Education; preferably with specialization in business administration. Bachelor’s degree in organizational, social, or environmental sciences would be considered an asset
Experience:
- Minimum 5 years (with Secondary education) of relevant professional experience preferably in governmental, international, or non-governmental settings.
- Alternatively, if in possession of a Bachelor’s Degree, 2 year of relevant work experience would be required.
Required skills:
- Experience in organizational activities; evidence of ability to express ideas clearly; to work independently and in teams; to demonstrate a sense of self-assuredness combined with cultural and gender sensitivities;
- Good communication, coordination, and facilitation skills;
- Consistently ensures timeliness and quality of Project work;
- Establishes lasting relationships and substantive dialogue with clients
- Treats all people fairly without favoritism;
- Strong oral and written communication skills;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Demonstrates integrity by modeling ethical standards;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling web-based management systems
Desired skills in addition to the competencies covered in the Competencies section
- Experience working in the UN system or other international organizations will be considered an asset.
- Experience in working in the relevant areas (environment and climate change, energy, agriculture, forestry) would be considered as an asset.
- Experience in working in the projects funded by donors or IFIs (e.g. EU, Sweden, Swiss, EIB, WB, EBRD, KfW, etc), would be considered as an asset.
Required Language(s)
- Excellent knowledge of written and spoken Serbian and working knowledge of English
The online application form must be fully completed. Applicants are required to carefully complete their online application form and reflect all of their work experience history in the application.
Only attaching a CV is not sufficient for applicants to be considered for positions. All applicants have to complete the Experience, Education, Language, and Nationality & Permanent Residence fields fully.
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.
Disclaimer
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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