Project Associate

Electoral support and capacity development are part of UNDP’s democratic governance assistance worldwide, through which UNDP helps nations build democratic frameworks to improve representation, accountability, and transparency for the benefit of citizens.

In this context, UNDP has a long-standing partnership with the Central Electoral Commission (CEC) and the Centre for Continuous Electoral Training (CICDE) aiming at advancing the electoral education and democratic electoral processes in Moldova. This partnership, which spans over 15 years, resulted in the establishment of strong professional institutions, development of a modern State Automated Information System “Elections” (SAISE), improved legal and regulatory electoral framework, and implementation of effective long-term civic and voter and citizens education instruments.

Throughout the last electoral cycles, due to the continuous UNDP’s support CEC and CICDE have demonstrated strengthened capacities and, despite challenges and persistent financial limitations faced by the institutions, managed to successfully deliver “well-administered elections”, as attested by OSCE/ODIHR Observation Missions.

Recognizing the sustainable results achieved by the implementation of the objectives of EDMITE I (2017 – 2020) and EDMITE II (2020 – 2024) phases of the Project: 1) Enhance the inclusiveness of the electoral process by increasing the functional and technical capacities of the State Automated Information System “Elections” (SAISE); 2) Enhance the political participation of citizens by setting up and implementing the voters’ information and civic education programmes; 3) Strengthen the capacity for effective and coherent oversight and monitoring on political party financing;  4) Improve the legal and regulatory framework to respond to the EOM recommendations; 5) Knowledge gaps are identified, and communication tools are designed to continuously reach a broad spectrum of society through different channels; 6) Citizens are more aware of important electoral dynamics and are better able to engage and lead public discussion; 7) Increased public awareness about the need of inclusive electoral processes.

The UNDP's "Strengthening Democratic Resilience in Moldova" (EDMITE III) project aims to fortify Moldova's democratic processes against internal and external threats such as cyber operations, information manipulation, and illicit political financing. Running from August 2024 to December 2028, the project focuses on three main areas: improving oversight of political finance to curb illicit activities and enhance transparency, strengthening electoral institutions to withstand cyber and information threats, and deepening civic engagement to foster an informed and inclusive electorate. The project aligns with the ODIHR and Venice Commission recommendations and supports the implementation of the CEC and CICDE Strategic Plans (2024-2027). Through collaborative efforts with government bodies, civil society, and international partners, the project seeks to build a resilient democratic framework in Moldova, ensuring the integrity and security of electoral processes while promoting inclusive participation and civic education.

In this context, UNDP is seeking a Project Associate to ensure efficient administration of the project, as well as to support the Programme Manager in project implementation and reporting. Project Associate will be responsible for the operations of the project activities and timely inputs of data and records into cloud-based digital engagement platform Quantum.
 

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 project, 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 project, in liaison with the relevant staff and units of UNDP Country Office;
• Provide administrative support in arranging project 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 the project 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 project;
• Provide support in regular monitoring and data collection of the project activities in accordance with work plan and procurement plan;
• Provide general secretarial and administrative assistance to the project in close liaison with UNDP teams and 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;
  • Keep abreast of UNDP rules and regulations in the area of responsibility and maintain an optimum level of knowledge by continuous learning; 
  • Provide regular updates to the Project Manager and flag any deviations from the work plans immediately.

• Provide financial support to the project, focusing on achievement of the following results:
  • Assist the project team in drafting project progress reports with financial data;
  • Assist project management in performing budget cycle: planning, preparation, revisions, and budget execution;
  • Provide assistance to partner agencies involved in Project activities, performing and monitoring financial aspects to ensure compliance with budgeted costs in line with established policies and procedures; 
  • Monitor project 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 project financial activities are carried out on schedule and within budget to achieve the project outputs;
  • Perform all other financial related duties, upon request;
  • Ensure timely submission of financial reports to the UNDP Country Office to verify the accuracy of such reports for the national partner or donor.

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 Programme Manager in assuring proper project delivery;
• Keep regular contact with project experts and consultants to inform them about the 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/Romanian 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;
• Assist in collection, preparation and submission of support documents for NPSA contracts extensions.

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

Institutional Arrangement

Under the direct supervision of the Programme Manager and overall guidance of the Programme Specialist, the Project Associate shall contribute to an effective and efficient implementation of the project activities. 

The Project Associate will apply and promote the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations. 

The Project Associate will work in close collaboration with the Project team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to 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 information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.
• 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 
• Documents and records management:     
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• 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-AMGL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.