Background
Diversity, Equity and Inclusion are core principles at UNDP:ย we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a โleave no one behindโ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.ย
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. ย ย Office/Unit/Project Description
UNDP in Moldova is guided by the Country Programme Document, and the UN-Moldova Development Assistance Framework, which are in line with the priorities of the Government. Our work is concentrated in three focus areas: effective governance, justice and human rights; inclusive growth; climate change, environment and energy.
The Operations Unit provides a variety of services to other Units in the Country Office, to UNDP development projects and to other UN Agencies.
Administrative Associate works in close collaboration with the Programme, Operations, Communications and project teams in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex programme/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, internal SOPs, as well as implementation of the effective internal controlย
Scope of Work
Under the guidance and direct supervision of the Head of Operations the incumbent assists in the effective and efficient provision of administrative services to projects and UN Agencies.ย Administrative Associate applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.
The incumbent supports CO to provide services of financial and administrative type to projects and UN agencies based on long-term arrangements or ad-hoc requests:
Administrative and travel management
- Provide support to projectsโ requests on administrative related issues;
- Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
- Make pertinent logistical arrangements for events organized by projects, CO and UN agencies;
- Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records, where applicable;
- Provide support for procurement of equipment, supplies and services;
- Create and manage e-requisitions in Quantum;
- Provide services of travel administration (organizing travel, procuring tickets, preparing requests for travel and processing travel claims);
- Guide and assist staff, international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
- Prepare and submit proposals for annual DSA review;
- Respond to queries from the beneficiary institution, donor and UNDP with respect to travel aspects and external auditors wherever required;
- Prepare recurring travel reports as scheduled and special reports as required for budget preparations and audit;
- Monitor Travel and Expense Dashboard and follow up on pending claims, tickets and cash advances;
- Provide on the job related induction briefing for newcomers;
- Maintain proper filing system for travel records and documents
Financial and accounting supportย
- Prepare requests for direct payments;ย
- Ensure proper control of the supporting documents for payments and their compliance with established procedures and regulations;
- Prepare all types of payment invoices for development, management projects and on-behalf of Quantum and non-Quantum Agencies;
- Respond to queries with respect to financial aspects and follow up any questionable finance related issues with UNall;
- Provide support for timely preparation and clean-up of cost-recovery information for services provided by UNDP. Proper clean-up, sorting and compilation of reports for efficient cost recovery;
- Assist internal and external auditing of management and development projects;
- Provide support to Finance Unit for preparing financial reports.
Coordination support:
- Act as the primary coordination point among Procurement, Finance, HR, ICT units to ensure seamless administrative operations.
- Facilitate communication and information sharing across the Operations Team.
- Monitor administrative workflows, ensuring that tasks are completed efficiently and in alignment with organizational policies and deadlines.
- Organize and coordinate operational meetings, including drafting agendas, preparing minutes, and ensuring follow-up actions are tracked and implemented.
- Prepare summary reports for senior management on key administrative updates and challenges.
- Ensure all administrative documents, SOPs, and guidelines are up-to-date and accessible to relevant staff and personnel.
- Assist in interunit coordination for logistical and operational needs, including office space management, procurement planning, and onboarding of new staff.
- Work closely with Procurement, and Finance units to facilitate procurement of office supplies, and budget tracking for administrative costs.
- Identify and address administrative bottlenecks by coordinating between relevant units and escalating issues when necessary.
- Provide support in troubleshooting operational challenges to enhance efficiency.
- Support training and knowledge-sharing initiatives for administrative best practices within the Operations Team.
- Act as a resource person for staff on administrative procedures and systems.
Support knowledge building, knowledge sharing and capacity building relevant to the assigned project.ย
- Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.ย
- Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Institutional Arrangement
Direct supervisor: Head of Operations
Administrative Associate, under the direct supervision of the Operations Manager/Head of Operations, will ensure effective execution of administrative services and processes in CO and transparent utilization of financial resources.ย Administrative Associate will promote a client-oriented approach consistent with UNDP rules and regulations.
Core Competencies
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
Business Management: Results-based Management
Ability to manage the implementation of strategies,programmes, and projects with a focus at improved performance and demonstrable results. Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools.
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
Business Management: Communication
Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels
Administration & Operations: Events management (including retreats, trainings and meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc
Administration & Operations: Travel contract management
Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts
Finance: Budget management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Finance: Accounting (General)
Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
Minimum Qualifications of the Successful NPSA
Min. Academic Education
- Secondary Education is required.ย
- University Degree in Economcs, Finance, Accounting, Law, Public Administration or related fieldย will be given due consideration, but it is not a requirement.ย
- Certification in financial or travel management would be an advantage.
Min. years of relevant Work experience
- Minimum of six (6) years (with secondary education) or three (3) years ย (with bachelorโs degree) of experience in administrative work, accounting/finance, economics, or other substantive area is required.
Required skills and competencies
- 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 web-based management systems.
Desired additional skills and competencies
- Previous experience in development assistance or related work for a donor organization, travel company, international company or NGO is a very strong advantage.
- Experience in preparation of financial reports and overviews is an asset.
- Experience and knowledge of monitoring and evaluation tools is desired.ย
- Proven experience in travel management is an asset.
Required Language(s) (at working level)
- Fluency in English and Romanian is required.
- Knowledge of one or more minority languages relevant for Moldova, including Russian, Romani, Gagauzian, Bulgarian, Ukrainian and sign language, is an asset.
Travelย ย ย ย ย ย ย ย ย ย
Upon necessity and if required.
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Disclaimer ย Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.ย ย ย
Non-discrimination UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.ย ย ย UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.ย ย 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.
- 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 web-based management systems.
- Minimum of six (6) years (with secondary education) or three (3) years ย (with bachelorโs degree) of experience in administrative work, accounting/finance, economics, or other substantive area is required.