Project Associate

Considering the ongoing energy crisis, the energy sector is one of the top priorities for the Government and it is addressed in Government’s Plans and a number of policy documents, laws and regulations which outlined the need to undertake more actions towards a green and just energy transition of the Republic of Moldova. 

In accordance to the existing strategic planning documents, one of main priorities of the Government is to diversify the energy mix with more renewable energy, which is also fully in line with commitments under the EU Clean Energy for all Europeans package. Achieving this goal will require significant investment in the medium and long term, but also the country’s ability to attract and absorb the funds. The development of renewables, such as wind and solar, will also depend on improving the balancing capabilities of the Moldovan power system and its integration with neighboring countries.

In this regard the EU and Moldova stressed the importance of resilience against any potential efforts by third parties to use energy as a geopolitical level. The EU has urged Moldova to ensure that the energy sector reform demonstrates full respect of the Energy Community acquis and is in line with the EU Third Energy Package. The EU side confirmed its support to the objective of Moldova for integration into the EU energy system and market, an important step being the recent synchronization of its electricity network with the Continental European Network (CEN).

Recognizing the importance of a just and green energy transition in addressing the root causes of the ongoing crisis, the “Accelerating a Just Energy Transition in the Republic of Moldova” portfolio of interventions has emerged – co-designed with the Government and other representatives of the energy system to ensure its relevance and effectiveness.

Through this Portfolio of interventions, the Government of Moldova will be further assisted to tackle the current energy crisis and energy poverty, and addressing prioritized systemic elements in the energy sector to cope with potential future energy crisis. 

The Accelerating a Just Energy Transition in Republic of Moldova has the following five key areas of intervention:

• Accelerate Energy Diversification and Efficiency: 
  • By supporting the modernization of infrastructure, buildings, and the grid, the Project aims to increase access to renewable energy sources, promote energy efficiency, and encourage investment in renewable energy and innovative technologies.
• Decarbonizing Industries and Economic Sectors: 
  • The Project seeks to drive the decarbonization of various economic sectors such as construction, transportation, agriculture, and the private sector. It aims to promote sustainable practices, share green business models, and develop vocational skills for the green energy sector to create equitable employment opportunities and support the transition to a low-carbon economy.
• Foster Sustainable Consumption Patterns: 
  • Through comprehensive public awareness campaigns and educational materials, the Project aims to deepen understanding of energy efficiency and renewable energy among community members, business leaders, and government agencies. It strives to promote behavior change towards sustainable energy practices, particularly among vulnerable populations.
• Strengthen Inclusive Energy Governance: 
  • The Project recognizes the importance of inclusive energy governance at both the national and local levels. It aims to strengthen the capacity of relevant institutions and stakeholders to effectively govern and manage the energy sector. By promoting transparency, accountability, and participation, the Project seeks to ensure that decision-making processes related to energy transition are inclusive, empowering all segments of society, including marginalized groups.
• Addressing Energy Vulnerability and Promoting Resilience: 
  • One of the Project ‘s primary focus is to address energy vulnerability and promote resilience among households and businesses. It will provide further support to the Government in improving and implementing compensation mechanisms, including the established an on-bill compensation mechanism targeting the households by level of vulnerability. This intervention aims to provide immediate relief to energy-poor households and the private sector, while also fostering long-term energy resilience and efficiency. The Project places a strong emphasis on meeting the energy needs of vulnerable groups, prioritizing affordability, reliability, and sustainability. To this end, it will explore conceptualisation of decentralized energy solutions, off-grid options, and harness the role of energy access in conflict and disaster recovery efforts, livelihoods, and social inclusion.

Implementation period: 2023-2027.

The specific duties and responsibilities of the Project Associate during the assignment will include, but not be limited to, the following:

Assist in efficient delivery of the projects, focusing on achievement of the following results: 

• Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies;
• Provide support to procure goods and services required by the projects, in liaison with the relevant staff and units of UNDP Country Office;
• Provide administrative support in arranging Projects related meetings when needed;  
• Participate in the preparation of work plans, operation plans and procurement plans and periodical reviews thereof;
• Provide support in quality control of Projects activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery;
• Maintain an appropriate filing system and documenting the implementation to enable further operational and financial closure of the projects;
• Provide support in regular monitoring and data collection of Projects activities in accordance with work plan and procurement plan;
• Provide general secretarial and administrative assistance to the projects in close liaison with UNDP teams, other UN agencies.

Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results: 

• Full compliance with respective UNDP and donor rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; 
• Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Personal initiative to perform daily work timely, efficiently, and in compliance with established rules and plans.

Provide financial support to the Projects, focusing on achievement of the following results:

• Assist Projects team in drafting Project progress reports with financial data;
• Assist projects management in performing budget cycle: planning, preparation, revisions, and budget execution;
• Provide assistance to partner agencies involved in Projects activities, performing and monitoring financial aspects to ensure compliance with budgeted costs in line with established policies and procedures;
• Monitor Projects expenditures, ensuring that no expenditure is incurred before it has been authorized;
• Perform preparatory work for mandatory and general budget revisions, annual physical inventory, auditing; and assist external evaluators in fulfilling their mission;
• Ensure that all Projects financial activities are carried out on schedule and within budget to achieve the project outputs;
• Ensure timely submission of financial reports to the UNDP Country Office to verify the accuracy of such reports for the national partner or donor;
• Perform all other financial related duties, upon request;
• Participate in the preparation of work plans, operation plans and procurement plans and periodical reviews thereof; 
• Provides support in the creation of projects in ERP, draft/entry of project budgets, draft required budget revisions, revision of project award and project status, determination of unutilized funds, support with operational and financial closure of projects, if necessary.

Provide operations support to the Project, focusing on achievement of the following results:

• Ensure that UNDP procurement rules are followed during procurement activities that are carried out by the project and maintain responsibility for the inventory of the project assets;
• Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, note-to-files and justifications in cooperation with the UNDP Operations Unit;
• Coordination of surveys, DSA, travel agencies, organization of common services and other administrative surveys;
• Prepare and timely submit travel documents in accordance with UNDP requirements;
• Support with protocol matters, registration of staff, coordination with national partners on space and other administrative matters;
• Compile, organize and file information and documents for reference and use by team members;
• Preparation of documents set for vendor creation;
• Ensure proper control of the supporting documents for payments;
• Prepare and timely submit payment requests with proper support documentation to the UNDP Country Office; 
• Provide financial monitoring over Project commitments and expenditures and assist the Project Manager in assuring proper Project delivery;
• Keep regular contact with Project experts and consultants to inform them about the Joint Project details and changes; 
• Control the usage and proper accounting of non-expendable equipment (record keeping, drawing up regular inventories), inventories and materials; 
• Provide necessary administrative, financial and logistical support to the Project events, including among other workshops, seminars, working meetings and visits of national and international delegations (visa support, transportation, hotel accommodation etc.); 
• Keep files of Project documents and expert reports and ensure general circulation of documents for knowledge management and sharing; 
• Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
• Provide translation of documents for/to English/Russian/Belarusian as required;
• Draft Project correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content as required; 
• Provides support to the Project Manager in preparing and reviewing the Project’s procurement reports;
•  Coordinates with relevant UNDP units issuance of Purchase orders and contracts as well as supplier profile creation in ERP, prepares requisitions and follows the Purchase order processing;
• Preparation of inventory reports, if any;
• Assist in collection, preparation and submission of support documents for NPSA contracts extensions.

Facilitation of knowledge building and knowledge sharing within the Project, related to POPP application:

• Participates in trainings for the operations/projects staff on HR, Finance, Programme and Operations, Policies and Procedures, and organizes briefings for the project staff where necessary on new internal procedures;
• When necessary, provides guidance to project staff in business processes, administrative and other requirements, and procedures;
• Sound contribution to knowledge networks and communities of practice;
• Synthesis of lessons learnt and best practices in projects.   

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

• The Project Associate will execute the duties and responsibilities outlined above under the guidance and supervision of the Project Manager.
• Project Associate works in close collaboration with the Programme, Operations, Communications and other project teams in the Country Office (CO) for effective achievement of results, anticipating and resolving complex 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.
   

• Operations Management:
  • Ability to effectively plan, organize and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
• Knowledge Generation:
  • Ability to research and turn information into useful knowledge relevant for content, or responsive to a stated need.
• Relationship management:        
  • Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding
• Budget management:    
  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Procurement Management:       
  • The ability to acquire goods, services or works from an outside external source. 
• Assets management:    
  • Knowledge of policy & procedures on PP&E; 
  • Ability to prepare financial statements on PP&E; 
  • Maintain Asset Management Module in Quantum, Asset Dashboard; 
  • Develop supporting tools for assets certification and further enhancements for AM module; 
  • Design and run training programs, etc. on assets management and assets recording; 
  • Run AP-AM interface; 
  • Perform AP-AM-GL reconciliation; 
  • Perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.
• Documents and records management 
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Required Skills and Experience