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Project Assistant

- dana
Mreža za izgradnju mira
Administracija i slične usluge
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O poslu

Opis radnog mjesta: UNDP oglas za posao: Project Assistant

Agency: UNDP
Title: Project Assistant
Job ID: 18776
Practice Area – Job Family: Democratic Governance
Vacancy End Date (Midnight New York, USA): 17/10/2018
Duty Station: Sarajevo, Bosnia and Herzegovina
Education & Work Experience: C-HS Graduate or Equivalent – 5 year(s) experience
Grade: SB3
Vacancy Type: Service Contract (SC)
Contract Duration: 8 months
BIH citizens only


The UNDP’s Social Inclusion/Democratic Governance Sector aims to decisively promote social inclusion and empower the most vulnerable, as well as to enhance access to social and economic benefits to marginalised people and communities through specifically tailored sector initiatives and other UNDP sectors’ programmes, fully utilizing CO knowledge and experiences.

Within that sector is the Strengthening the Role of Local Communities (Mjesne Zajednice/MZs) Project, which is a joint initiative of the Government of Switzerland and the Government of Sweden, implemented by the United Nations Development Programme (UNDP) in Bosnia and Herzegovina (BiH) in partnership with the Ministry for Human Rights and Refugees of Bosnia and Herzegovina, the Ministry of Justice of the Federation of Bosnia and Herzegovina, the Ministry for Administration and Local Self-Government of Republika Srpska, the Government of Brčko District and both Associations of Municipalities and Cities.

The Project is geared towards strengthening local communities (MZs) and will empower women and include the marginalized groups into economic, social and political mainstream. The overall Project objective is to contribute to better quality of life of BiH citizens through increased democratic participation and accountability, enhanced local services and infrastructure and social inclusion. The chosen means to achieve this goal is through encouraging community-led local development and revitalising community government by MZs, as the places where government comes closest to the people and as grass-roots organisations that serve communities of around 1,000 people, with the possibility for real participation and joint action. The three specific Project outcomes are:

Outcome 1: Citizens and governments are committed to realise the jointly agreed upon new inclusive and gender-sensitive vision of MZs in BiH, as foundation for more participatory and accountable local governance in BiH. This project outcome will seek out examples of best practice in MZs in the region, finding the legal and institutional structures that work and the inspirational examples that show people what can be achieved.
Outcome 2: Pro-active, capacitated and inter-connected MZs contribute to downward responsiveness of local governments and improved service delivery. This project outcome will work directly with the leaders and communities that make up MZs, and with the LG officials and administration who are ultimately responsible for most of the public services. It will strengthen leadership, improve organisation, systems and the regulatory framework at the local level, and provide MZs with the tools they need to engage the community, involve women, include the most vulnerable, take joint decisions and put their ideas into effect. It will explore models for local democracy and community participation, building on successful experience and helping communities to find solutions that work for their individual circumstances and needs, tailored to the reality of their leadership aspirations and the local will for community involvement. It will also build capacity in specific areas such as education, health care and social services so that people understand how decisions are made, budgets set and resources allocated, and thus enable them to participate in the process and direct it towards their real needs. Finally, it will support communities to plan and prioritise their own time and resources and to initiate projects that matter to them, with co-financing from the project to help turn strategy into reality.
Outcome 3: A new regulatory framework for functional MZs developed by governments enables more inclusive, gender-sensitive and accountable local governance in BiH.Having analysed carefully how MZs can work best and developed a common vision of the new role they can play in BiH (outcome 1), and worked with MZs, LGs and their communities in translating these ideas into practice (outcome 2), the project will be able to propose a strong legal basis for all MZs in the country to function more effectively. In that light, the third outcome comes to create a new legal structure that fits with the vision across all tiers of government, to create an environment where MZs can become effective and democratic channels for citizens to participate in their own governance.
Whilst the focus of this outcome will be on preparing concrete MZ-related legislative proposals for renewal of entity/BD/LG relevant legal frameworks, it will also have implications on the wider local governance reform agenda and decentralisation debate.

The Project’s implementing strategy will be to support and drive forward change from bottom-up by engaging citizens and communities and giving them a voice in local governance processes, and by revitalising MZs as spaces where citizens come together to interact and involve, to identify and solve problems, to transmit their concerns to the local government and participate in the ways it makes its plans, spends their money and takes decisions that affect people’s lives. In doing so, the Project places MZs and their communities at the centre of its work, while also relying on a broad range of relevant stakeholders to sustain and expand Project results and increase democratic accountability. This approach will be capitalised upon to address the current flaws in the system, and to build momentum and drive forward the process of local governance reform to produce long term and sustainable change. To reach this goal, the Project will utilise existing legitimate local governance structures and processes to implement planned interventions, thus ensuring that improvements related to capacity of MZs and local governments, quality of service outcomes, enabling MZ-related regulatory environment and accountability of municipal decision-making processes are embedded and sustained within the system. The Project work with 142 MZs country-wide and 25 local governments and will seek to develop partnership with civil society organizations.

This position relates specifically to the Project’s work in the domain of local governance, as elaborated in the Functions/Key Results section of these terms of reference. The employee will be based in the UNDP BiH office in Sarajevo with frequent field travel.

Duties and Responsibilities

Overall technical and monitoring support to Project activities

Assists the Project team in timely reporting and planning processes;
Collects and collates information and documentation related to monitoring of project activities, indicators and deliverables;
Collect accurate data entry into comprehensive data bases and tools to enable smooth Project monitoring and reporting;
Assists and support, planning, implementation and monitoring of activities related to community development and participation under project outcomes 1, 2 and 3.
Assists the Project team members in coordinating activities in the field, including maintaining contacts with stakeholders, arranging and attending meetings, and minutes taking;
Assists the Project team in preparation of Project publications and materials;
Assists in promotional activities of the Project, including collection of information on Project related activities published in on-line media;
Drafts routine official correspondence/documents and assists in the preparation of various reports;
Prepares background materials for discussions, correspondence and briefing sessions.
Support to the Project team in implementation of Project business processes;

Assists in recruitment, procurement, human resource and overall programme and operational administrative management;
Assists in organization of field visits, missions, conferences, trainings and other logistics arrangements, as required by the Project activities;
Provides support in organization of external evaluations/ audits of the Project and prepares initial information for evaluation or audit purposes;
Provides simple translation and interpretation for Project activities, as required;
Organizes translation and interpretation services in accordance with business processes;
Collates information related to travel of team members for purposes of obtaining travel authorisation;
Organizes transportation services in accordance with business processes;
Maintains archive and Project files;
Follows up on timely submission of travel claims (F10s);
Ensures timely preparation and submission of monthly attendance record card of the Project staff and assists in preparation of quarterly timesheets.
Creates requisitions in Atlas; prepares non-PO vouchers;
Support to the Project team in effective mainstreaming of gender equality

Provides effective support to the Project team in incorporating gender equality in all the areas of implementation of Project components;
Ensures that all the data are gender and age disaggregated;
Supports knowledge building and knowledge sharing in the project focusing on achievement of the following results:

Participation in the trainings for the operations/ projects staff on programme;
Contributions to knowledge networks and communities of practice.

Support the preparation of information for advocacy

Identifies relevant information for advocacy for a variety of audiences.
Results-Based Programme Development and Management/Contributing to results through provision of information

Provides information and documentation on specific stages of projects/programme implementation.
Building Strategic Partnerships/Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives.
Innovation and Marketing New Approaches/Implementing processes and uses products

Documents and tracks innovative strategies/best practices/new approaches.
Resource Mobilization/Providing information for resource mobilization strategies

Maintains information/databases on potential and actual donors;
Maintains database of project files;
Provides data and information needed for preparation of project documents.
Promoting Organizational Learning and Knowledge Sharing/Basic research and analysis

Researches best practices and poses new, more effective ways of doing things.
Job Knowledge/Technical Expertise/Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Demonstrates good knowledge of information technology and applies it in work assignments.
Global Leadership and Advocacy for UNDP’s Goals/Research and analysis

Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences.
Client Orientation/Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Responds to client needs promptly.
Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making.
Vrsta posla:rad na određeno vrijeme
Regija:Kanton Sarajevo regija

O zaposleniku

Znanja i kvalifikacije:Required Skills and Experience


Secondary education; University degree would be an asset.

5 years of relevant administrative or project experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems;
Previous experience in project Monitoring and data collection would be an asset.
Language Requirements:

Fluency in English and local languages.

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
Minimalna stručna sprema:Fakultet
Strani jezik:engleski
Poznavanje rada na računaru:dobro
Potrebno radno iskustvo:pet godina
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