Location : Mostar, BOSNIA AND HERZEGOVINA
Application Deadline : 14-Oct-13
Additional Category : Poverty Reduction
Type of Contract : Service Contract
Post Level : SB-3
Languages Required : English
Starting Date : (date when the selected candidate is expected to start) 04-Nov-2013
Duration of Initial Contract : Six months with possible extension
Background
Bosnia and Herzegovina (BiH) has progressed over recent years from a post-war recovery state to potential EU accession candidate. However, on its way to full transition from planned to free market economy the country is still facing significant challenges which primarily pertain to the inefficiency of the institutions in charge of creating a positive business environment, lack of labor skills as well as deficient infrastructure. UNDP recognized that these challenges should be addressed through attention to regions and municipalities which are considered least developed. UNDP's Regional Disparity Assessment shows that significant disparities exist among different regions within the country in regard to potential and realized local development. In order to assist the local authorities tap potentials as efficiently as possible UNDP has developed a regionally-based programme of action for the period 2011 – 2014 which foresees implementation of specific activities in five different regions of the country (Una-Sana, North-Central Bosnia, Herzegovina, Sarajevo and Eastern Bosnia) through five regional offices. Specific attention is given to Herzegovina as the region where high potentials for tourism and agriculture development should be used as a means for reconciliation in post-conflict areas.
In relation to the above, UNDP's Local Development Programme within the Rural and Regional Development Sector has been designed to help advance human development in Bosnia and Herzegovina (BiH) by tackling the most pressing local development challenges for the country. It focuses on three priorities for BiH, in line with objectives set by BiH's national development strategy, UNDAF and the needs identified by UNDP's Regional Disparity Survey. The Municipal Training System (MTS) Project, as a part of the Local Development Programme (which has entered its second stage), is foreseen to last from March 2012 to March 2015 and is placing strategic attention on strengthening of the structures and functions of the Training System for Local Self-Government Employees in BiH, as defined within the entity Training Strategies for Local Government Employees 2011 – 2015. The project supports the participatory design, affirmation and application of capacity development policies, complemented by relevant systemic tools. Furthermore, support is provided to the design and delivery of priority training programmes for local government employees and officials, within the framework of both entity strategies and according to the development needs of BiH local governments. Moreover, efforts are made to improve the enabling environment, credibility and visibility of the Training System for Local Self-Government Employees, more particularly in terms of support to development of the training market and promotion of the public training mechanism country-wide.The project is primarily funded by the Swedish International Development Cooperation Agency (Sida) and implemented by the UNDP BiH, while the responsible national partner is the BiH Ministry of Justice. Other key project partners are the FBiH Ministry of Justice, the RS Ministry of Administration and Local Self-Government, the Civil Service Agencies and both entity Associations of Municipalities and Cities.
Duties and Responsibilities
Under the supervision of the Regional Programme Manager and the MTS Chief Technical Advisor (CTA), the core functions of the Regional and Local Governance Assistant will be two-fold and will include the following:
A. Regional Office related functions
- Supports implementation of administrative services and financial management
- Provides general office management support
- Facilitates Business Process Quality Assurance and supports knowledge building and sharing
- Actively supports implementation of regional development activities and preparation of new initiatives and projects
B. MTS project related functions
- Provides operational, logistical and administrative support to the MTS project team
- Supports the project's promotion and visibility
C. Relevant to both A. and B.
- Provides translation, interpretation and proof-reading services, as required.
- Supports gender mainstreaming within the programme and project.
1. Supports implementation of administrative services and financial management
- Facilitate full compliance of programme level personnel related services with the CO business processes and new ATLAS procedures, in accordance with the UNDP rules and regulations
- Complete monthly leave reports and attendance records
- Assist in preparation of draft job descriptions, vacancy announcements, compiling matrixes, taking minutes during interviews
- Make or follow up on travel arrangements and hotel reservations for programme staff
- Assist staff by processing requests for identity cards, driving waivers and other personnel-related documents in accordance with requirements of the organization
- Collection of information for identification of areas for support and programme formulation/ implementation
- Prepare and check all necessary documents for issuing Individual Contracts (IC)
- Prepare non-PO vouchers for development projects
- Maintain the internal expenditures control system, including timely corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions, unapproved vouchers
- Create requisitions in Atlas for development projects, registering of goods receipt in Atlas
- Make budget checks for requisitions, POs and vouchers
- Create receipts for PO payments
- Review contributions agreements, managing contributions in Atlas
2. Provides general office management support
- Assist in the management of logistical support to the programme
- Maintain the inventory of programme assets/equipment
- Prepare and maintain status reports for projects under implementation and for completed projects
- Make arrangements for purchase and receipt of office and project supplies, vehicles and equipment
- Prepare and translate necessary documents for programme and projects
- Maintain all administrative, personnel and financial files and records, as well as general office files
- Drive RO Mostar vehicles securely and safely, when required
- Coordinate usage of RO Mostar vehicles in a cost-effective way, monitor accurate maintenance of daily vehicle logs, as well as provide inputs for preparation of the vehicle maintenance plans and reports
3. Facilitates Business Process Quality Assurance and supports knowledge building and sharing?
- Facilitate business processes followed by programmes/projects in line with the UNDP regulations and rules, policies and the UNDP internal control framework
- Act as regional office focal point for recruitment activities
- Facilitate trainings for the regional office employees on UNDP internal Admin procedures
- Contribute to knowledge networks and communities of practice
4. Actively supports implementation of regional development activities and preparation of new initiatives and projects?
- Conduct needs assessment and analyses
- Provide support in mobilization of new resources for the regional programme
- Participate in project identification and development, including proposal and project document writing
- Support establishment and maintenance of partnerships with local and international development stakeholders
- Provide support in all phases and components of programme/projects implementation
- Participate in preparation of timely comprehensive reports
5. Provides operational, logistical and administrative support to the MTS project team?
- Assist in the preparation, coordination and delivery of priority training programmes and other capacity development measures within the local governance programme and more specifically – within the MTS project and within the assigned AoR
- Logistically organise and coordinate training, meetings, conferences and other events supported by the local governance programme
- Assist in the preparation and printing of training materials and training evaluation forms
- Regularly communicate and interact with training beneficiaries, training providers and regional training facilities in the process of organisation and delivery of training programmes
- Assist in conducting the evaluation and feedback assessment of delivered training programmes
- Assist in basic procurement procedures related to selection of training venues within the programme
- Draft routine correspondence, facsimile, memoranda and reports from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures
- Maintain project's data-bases and support data entry.
6. Supports the project's promotion and visibility
- Prepare press-statements, articles, photos and media information that promote and further expand the capacity development efforts and results of the programme and its partners
- Provide support to the partner institutions in design and sharing of promotion materials, such as brochures, leaflets, posters, etc.
- Participate in the knowledge and thematic networks organised within the project.
7. Provides translation, interpretation and proof-reading services, as required
- Translate official correspondence and project related documents from English into local languages and vice versa
- Provide proof-reading of project documents and materials and assist in preparation of related publications and brochures
- Perform other related duties as required by the supervisors.
8. Supports gender mainstreaming within the programme and project?
- Support the CTA, the Local Governance Programme and Regional Development Programme in mainstreaming gender equality in the programme implementation
- Ensure that all programmes, documents prepared by the incumbent are written using gender sensitive language
- Ensure that all data, when collecting and compiling inputs relating to the Programmes, are sex-disaggregated and evaluated from the gender point of view
- Ensure gender balance of participants as much as possible, in the preparation of meetings/consultations/trainings.
Competencies
Corporate Competencies:
- Demonstrates commitment to UNDP's mission, vision and values;
- Displays cultural, gender equality, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
Knowledge Management and Learning?
- Shares knowledge and experience;
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness?
- Ability to perform a variety of specialized tasks related to results management, including support to design, planning and implementation of programme, managing data, reporting;
- Ability to apply gender theory to the specific country environmental context;
- Good knowledge of Results Management Guide and Toolkit.
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humoured even under pressure;
- Demonstrates openness to change and ability to manage complexities.
- Team worker and organizer with attention to details, as well as excellent interpersonal skills and ability to operate under pressure.
Willing to travel to municipalities within the region on a regular basis.
Required Skills and Experience
- Secondary Education. University Degree would be desirable, but it is not a requirement.
- At least 5 years of progressively responsible administrative and project experience is required at the national or international level;
- Previous work experience within an international public and/or private sector organization;
- Particular knowledge and previous experience in working with local governments and socio-economic partners in the region;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems;
- Experience in writing clear, high quality correspondence and materials;
- Previous experience with administrative procedures within UNDP is an asset.Fluency in English and in the languages of BiH peoples.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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