Project Management Support – Senior Assistant (two regular positions), Multiple positions

Background information – UNOPS Serbia

The UNOPS Republic of Serbia Multi Country Office (RSMCO) is implementing 12 projects in Serbia, North Macedonia and Montenegro.

In Serbia, where UNOPS has been active since 2000, and North Macedonia and Montenegro where UNOPS works since 2017, the organisation provides support in demanding socio-economic reforms and facilitating accession to the European Union. The projects focus on sustainable socio-economic development, good governance, social cohesion, environment and emergency response. The projects are implemented with the funding from the European Union (EU), Kingdom of Norway, Governments of Switzerland, Sweden and North Macedonia.

All projects have gender equality as a transversal theme, and have been contextualised within the broader Sustainable Development Goals frameworks and objectives.

Functional Responsibilities

UNOPS Serbia Multi-Country Office is planning to fill two positions based on this Vacancy in the following cities: Novi Pazar and Nis

Under the direct supervision of the Project Manager, the Project Management Support – Senior Assistant will provide assistance in implementation of activities within the Pillars for Good Governance, Social Inclusion and Environmental Governance. He/she will work closely with the Officers in order to contribute to efficient and effective monitoring of implementation of projects and activities within the Pillars in the Project Area of Responsibility (AoR) thus contributing to enhanced good governance, social inclusion and environmental governance at the local level.

The Project Management Support - Senior Assistant will undertake the following activities/responsibilities:

• Maintain relationship with the Project beneficiaries and stakeholders in AoR
• Provide assistance in development of reports on the Pillars activities
• Provide assistance in organisation of activities to present the Project’s support in AoR
• With guidance from and in close coordination with the Officers closely monitor implementation of the projects and activities in AoR
• With guidelines from the Officers provide basic technical assistance to the beneficiaries in implementation of projects and grant schemes
• Conduct field visits to beneficiaries in the AoR assigned by the Project Manager and/or Officers
• Liaise with the Support Services Team to support successful implementation of procurement activities and grant agreements by maintaining regular communication between the Project and Support Services in order to ensure timely exchange of information on the status of provision of services, procurements and grant agreements administration
• Provide assistance in grant agreements administration related to collection of information from grantees for issuance of Grant Support Agreements, collect and review status narrative reports and collect financial reports for further verification.
• Monitor implementation of grants and assigned activities in the AoR
• Provide assistance in collection, preparation, and archiving of documentation related to processing of grants related requests
• Establish activity progress tracking sheets and regularly update with inputs provided by beneficiaries and services providers
• Maintain archive related to Project activities and projects in respective AoR, as per agreement with the Programme Officers and in line with the Project requirements
• Report on the key social, economic, political developments on the national and local level that are relevant for the Pillars
• With the guidance of the Project Manager and/or Officers, liaise with retainers and service providers to support implementation of activities
• Support the organisation of events, trainings and meetings, including administrative support i.e. preparation of minutes or reports
• Assist in drafting reports as envisaged by the Project Document
• Assist in monitoring and reporting of the progress of activities against the Logical Framework Matrix indicators
• Assist in development of the Project’s plans
• Contribute to identification and assessment of risks and assist in implementation of mitigation measures in accordance with the Risk Management Strategy
• Contribute to identification and sharing of the Project’s lessons learned and best practices
• Contribute to efficient and effective use of Project and UNOPS tools for monitoring of the Project’s performance, outputs and benefits
• Contribute to the successful administrative and financial closure of activities and projects in the AoR
• Provide support to Project’s communication and visibility activities
• Ensure good governance, gender equality and social inclusion principles and practices are incorporated into the activities in accordance with the Project’s objectives and methodology
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Education

• Secondary education is required
• Bachelor’s degree preferably in economics, social / political sciences, development studies or other relevant field is an asset
• PRINCE2 Foundation Certification is an asset

Work Experience

• Five years of working experience in project support functions is required. Bachelor’s degree may substitute for some years of experience.
• Experience in support to local self-governments is an asset.
• Familiarity with good governance, social inclusion and/or gender equality issues at the local level is an asset.
• Direct experience in assisting implementation of grant schemes is an asset.

Language Requirements

• Fluency in Serbian and English is required

ALL CANDIDATES ARE REQUESTED TO SUBMIT A CV AND COVER LETTER INDICATING A PREFERENCE IN TERMS OF DUTY STATION ALONG WITH THEIR APPLICATION.

Certifications

• Driving license and ability to travel independently is required
• PRINCE2 Foundation Certification is an asset

Competencies

Strategic Perspective- Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

Integrity and Inclusion- Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Leading Self and Others- Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Partnering- Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Results Orientation- Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Agility- Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Solution Focused- Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Effective communication- Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

This is a local position, it is therefore open to nationals of Serbia and to individuals who have a valid residence/work permit.

Contract type: ICA
Contract level: Local ICA Support - ICS 5
Contract duration: Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.