Project Associate

ReLOaD2 in Montenegro selected five partner clusters of local governments and focuses on institutionalization of interaction between local governments and NGOs. It incites partner local governments to use public funding for NGOs in a transparent and development-oriented manner, recognizing local needs and embracing a project-based approach. Also, the Action promotes youth engagement and support implementation of youth initiatives and works on improvement of their economic perspectives in partner localities.

The total budget of the ReLOaD2 is EUR 12.63 million, while Montenegrin component EUR 1.84 million. The Project duration is 48 months (2021 – 2024).

For the European Union, this designation is without prejudice to position on status and is in line with UNSCR 1244/1999 and the ICJ Opinion on the Kosovo declaration of independence. For UNDP all references to Kosovo shall be understood in the context of the UN Resolution 1244/1999.

Duties and Responsibilities

Under the direct supervision of the respective Project Manager, ReLOaD2, the incumbent will:

• Provide financial, administrative, operational and programme support to Project implementation in Montenegro, ensuring quality of business processes:
• Ensure that business processes are in line with the UNDP regulations and rules and the UNDP internal control framework;
• Ensure full compliance of administrative and procurement procedures for successful implementation of the project component in Montenegro, in line with the Regional Project Office and other UNDP Country Offices;
• Liaise with the Regional Project Associates and Assistants to transfer the best practices and unify project operating procedures;
• Collect data and prepare financial and narrative reports to the Project Manager and Regional Programme management as per reporting schedule and on ad hoc basis and provide regular (monthly, weekly) reports to the Project Manager and the Regional Office;
• Perform regular financial and administrative duties necessary for the successful and timely  implementation of projects within the said portfolio:
• Ensure daily transactions are processed in Quantum system (vendors, invoices, requisitions, etc.);
• Keep track of all transactions in a budget notebook;
• Perform regular budget revisions;
• Provide regular delivery estimation and monthly expense estimation to the Finance Unit; provide regular reporting regarding the Projects’ expenditures;
• Prepare periodic Projects’ asset/inventory reports;
• Ensure completeness of documentation, check accuracy of calculation for all financial transactions related to the Projects, and prepare/process financial transactions in the system in accordance with UNDP rules and procedures;
• Maintain and update the hard copy archive of most relevant programme and financial/administrative documentation related to the project implementation;
• Prepare and process documentation related to VAT exemption forms for the costs incurred by CSO grant recipients;
• Maintain and update the online archive of all programme and financial/administrative documentation related to the project implementation;
• Support Project Manager in planning and timely execution of all programme activities;
• Support Programme Manager in planning and timely implementation of BoP meetings;
• Collect data and all relevant information to effectively contribute to measurable review of results and longer-term programme effects, as per the programme M&E plan and logical framework;
• Organize travel and other logistics arrangements, in line with work plans;
• Support organization workshops, trainings, sessions, conferences, and other events;
• Provides daily support to the NGOs in respecting project implementation guidelines (various communication, programme and project aspects of the NGO projects implementation, providing advice on various inquiries of grant recipients on programme inputs, etc);
• Assist Project Manager in preparation of draft job descriptions, requests for recruitments and requests for contract;
• Provide inputs to procurement processes related to the Projects’ implementation: provide inputs for preparation of procurement plans for the office; provide support to organization of procurement processes including preparation of tender documents, support to organization of the tendering and contracting procedure, etc.
• Ensure full completion of monthly leave reports and attendance records of project staff;
• Provide support in organization of external evaluation of the Project in Montenegro;
• Ensure regular office work is completed in a timely manner, including maintaining of all programme files, correspondence, photocopies, photos, etc.;
• Drafts various correspondence concerning finance, operations and budgetary issues as required by the RO and CO; write minutes from the meetings;
• Provide translation/interpretation services into English and vice versa as needed;
• Maintain the inventory of project assets/equipment and project correspondence and files.

Support to implementation of field activities in partner local governments:

• Assist partner LGs and NGOs to understand the Project objectives and effectively participate in the project implementation;
• Support the Project Manager in reviewing LGs work plans and proposing interventions to ensure activities are implemented in line with local development and local strategies;
• Support logistical organization of field visits, missions and conferences for the national Project component, like as travel arrangements, arrangement of shipments, conference facilities arrangements, visits of experts, timely processing of daily subsistence allowances, etc;
• Support and coordinate field activities to ensure timely and quality implementation of the field activities and the Project in general: preparation and implementation of the Public Calls for NGOs, preparation and implementation of the curriculum for trainings for youth, preparation and support of youth actions funding, etc;
• Conduct regular field monitoring missions to oversee implementation of NGO projects in the field;
• Travel regularly to partner LGs for individual meetings, events, focus group meetings, trainings, monitoring visits, evaluation committees and other project related activities, and ensure effective work relations with partner LGs;
• Support preparation and implementation of local governments’ contractual and financial obligations towards UNDP CO Montenegro (Cost-sharing Agreements, Memorandum of understanding, etc.);
• Support engaged National Consultant in analyses, commenting and finalization of the grant recipients` narrative and financial reports, in preparation of the spreadsheet reports on the use of funds, Monitoring Reports and other monitoring documents.

Facilitation of knowledge sharing within the Project:

• Participate in trainings for the project staff within the Project on POPP as well as on UNDP procedures;
• When necessary, provide guidance to project staff in business processes, financial, administrative and other requirements and procedures;
• Contribute to relevant knowledge networks and practice sharing activities.

Ensure effective mainstreaming of gender equality:

• Support the Project Officer in mainstreaming gender equality;
• Support preparation of gender equality background materials for use in discussion, correspondence and briefing sessions;
• Ensure that all the data, when collecting and compiling inputs relating to the Project, are gender disaggregated;
• In the preparation of meetings/consultations/trainings/commissions ensuring a minimum of 30% participation of both men and women.

Required Skills and Experience

Education:

• Secondary education is required.
• Bachelor’s degree in social or economic sciences will be given due consideration but is not a requirement.

Experience:

• Minimum 7 years (with Secondary education) or 4 years (with Bachelor’s degree) of relevant working experience in project finance, administration and coordination.

Languages:

• Fluency in English and Montenegrin is required.

Required skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages.

Desired skills:

• Experience of working on projects implemented by UN/UNDP or other international organizations will be an asset;
• Experience in the project coordination, reporting, and project monitoring and evaluation will be an asset;
• Experience in initiatives related to local administration, civic participation and good governance will be an asset;
• Experience in financial and administrative tasks, including using complex accounting software will be an asset;

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/18665