Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)

Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts

Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates and Responsibilities

Background

The project “Advanced Capacity for Accelerated Delivery Initiative” (ACADI) is implemented in partnership with the Ministry for Public Investment (MPI) with the purpose to increase MPI`s capacity to implement projects funded by loans thus ensuring timely and impactful implementation. Up to now, ACADI project has been provided with specialized expertise in the areas of project management, public procurement, finance, law, technical sciences, and administration to implement loans and blend loans with budgetary funds. MPI needs additional capacity to implement projects funded by loans. To ensure timely and impactful implementation and to indemnify the Republic of Serbia from the potential interest and charges which would appear in case of slow pace of project implementation, there is a need to establish the Project Implementation Unit.

This position will ensure results oriented, effective, efficient and accountable implementation of the Project activities and achievement of Project results.

Duties and Responsibilities

The duties of the Project Assistant will include:

Support to Day-to-Day Project Implementation:

• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans.
• Provide support to consultants in the implementation of their tasks for achieving project results.
• When necessary, work together with the Project Team.

Administrative and Communication Support:

• Maintain project correspondence and communication.
• Collect, register and maintain all information on project activities.
• Advise project counterparts on applicable administrative procedures and ensure their proper implementation.

Coordination of Meetings, Events and Field Activities:

• Prepare agendas and arrange field visits, appointments and meetings related to project activities.
• Assist in logistical organization of meetings, trainings and workshops.
• Draft minutes of Project Board and other project-related meetings.
• Write minutes from internal and external meetings.

Reporting, Monitoring and Knowledge Management:

• Contribute to the preparation and implementation of progress reports.
• Assist the Project Team in matters related to monitoring, evaluation and knowledge management.
• Ability to research and turn information into useful knowledge relevant for project needs.

Documentation and Filing:

• Ensure all project documentation (progress reports, consulting and technical reports, minutes, etc.) is properly maintained in hard and electronic copies.
• Maintain an efficient and readily accessible filing system.

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 Assistant will perform his/her functions under the guidance and direct supervision of Project Manager and in cooperation with the Ministry for Public Investment

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 Direction & Strategy

Strategic Thinking
Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions

Business Direction & Strategy

Effective Decision Making
Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Business Management

Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Administration & Operations

Building, facilities & office space management
Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services

Procurement

Procurement Management
The ability to acquire goods, services or works from an outside external source

Required Skills and Experience

Education:

• Completion of Secondary Education is required.
• University degree (Bachelor’s degree) in social or natural sciences, management, business administration or related field will be given due consideration but is not a requirement.

Experience:

• Minimum 5 years (with Secondary Education) or 2 years (with Bachelor’s degree) of progressively responsible administrative support experience, preferably in office work, is required.

Required skills

• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP

Desired skills

• Experience in project coordination and implementation of activities. Experience in administration, finance-admin processes, logistics and reporting.
• Experience in relations with different target groups and stakeholders – private sector, public sector, civil society.
• Experience in UN agencies or other international organizations or government settings would be a strong asset.
• Excellent information technology skills, including word processing, database applications, presentation software, and internet.
• Responsible, communicative, well-organized, team-oriented person.
• Strong communication and interpersonal skills.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Languages:

• Excellent knowledge of written and spoken Serbian and working knowledge of English is required

Important Information

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.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.