Administration Assistant

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.

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.

Due to its geographical features and location, Albania is prone to numerous and various typologies of natural hazards, which could easily turn into disasters. Furthermore, the effects of the climate change events affecting the territory in various ways (extreme weather, floods, draughts and desertification, fires), contribute to increasing the frequency of natural disasters.

The causal effects of disasters on human development and poverty are huge; Aside from the direct losses and damages, people are directly and indirectly impacted through losses in economic activity, health deterioration and reduced investment. Overall, disasters undermine economic growth and set back development objectives. The impact of disasters in Albania are significantly compounded by a degree of poverty, lack of infrastructure maintenance, unsafe building and land use practices linked to rapid urbanization, climate change and depletion of natural resources as well as by various other consequences of the transition, including increased physical exposure of people and assets to vulnerability as a result of migration from rural to high density urban or semi-urban areas.

The earthquake event of 26 November 2019 was the most recent major disaster for Albania. The Post Disaster Needs Assessment (PDNA) conducted following the earthquake, revealed that the total effect of the disaster in the 11 municipalities amounted to 985 million EUR. The earthquake is estimated to have caused a combined damages and losses effect in the equivalent to 7.5% of the 2018 GDP. As a result of the earthquake, growth projections for 2020 have been revised downwards.[1] However, besides the damage it caused, the November 2019 earthquake provided Albania a unique opportunity to reflect on how to reduce vulnerability and enhance resilience at all levels in the future.

While assessing the performance of DRR services during the earthquake event, the PDNA’ Civil Protection & DRR Sector assessment found that “…..the [earthquake] response was influenced by a series of existing vulnerabilities including: limited human resources of the National Civil Protection Agency (NCPA), absence emergency rooms at national and local level, lack of any training on emergency coordination, insufficient training and equipment of firefighter and Urban Search and Rescue teams.”  Further, the earthquake occurred prior to the full implementation of the new law “On civil protection” (45/2019), and when by-laws and regulations necessary to fully implement the law, were/ not yet developed.

Therefore, the events that followed the earthquake showed that there is an urgent need to strengthen disaster preparedness, adopt adequate rescue and response systems and procedures, and improve the capacity of firefighting services. Such capacities must become functional across the government to save lives, livelihoods, and sustain development gains.

While UNDP Albania responded to the immediate recovery needs, it also started to prepare its engagement in the longer-term capacity building for the sector.

The designed assistance, under the RESEAL project, intends to support the efforts of the Government of Albania for improving the disaster risk management (DRM) system in the country. The overall objective of the project is to strengthen, Albania’s DRM system and support country’s efforts in becoming a fully-fledged member of the EU Civil Protection Mechanism. The project is also in line with promoting the implementation of Sendai Framework for Disaster Risk Reduction (SFDRR) and is developed based on the Albania earthquake PDNA recommendations. Also, in light of the severe and acute public health emergency due to the COVID-19 global pandemic, measures related to risk preparedness and risk mitigation of biological hazards will be provided.  

The project is built upon the results of an ongoing two-tier UNDP pilots i) National DRR Capacity Assessment and ii) pilot intervention in Lezha Municipality.

At central level, the findings of the DRR Capacity Assessment would facilitate the process of strengthening DRM policy framework through drafting of the National DRR Platform for DRR and the National DRR Strategy and its Action Plan. During the capacity assessment a parallel process will focus on preparedness and response capacities related to management of biological hazards as a national and community priority. It has been recognized as part of the Sendai Framework and is globally addressed under the International Health Regulations. The Action Plan of the DRR Strategy will serve as the basis for formulating the National Civil Emergency Plan. At the institutional level, the project supports institutional strengthening of the new Civil Protection Agency (NCPA), whereas for creating an enabling framework for DRR, the project will support substantiating Civil Protection & DRR legal framework.  One key ingredient of the DRR legal framework and essential element for building-back-better (BBB) during recovery is the update of the Building Codes. 

The activities proposed for strengthening Albania’s Preparedness & response capacities at local level, will consist in increasing local risk knowledge through piloting the development of the DRR framework and instruments in the municipality of Lezha and then replicating Lezha model in in other municipalities at the extent possible. The pilot in Lezha municipality supported a participatory process, in close collaboration with the National Agency for Civil Protection, for the development of the integrated risk assessment, the local DRR Strategy and the Local Civil Emergency Plan as well as the roadmap for tackling these processes in any new municipality.

By the end of 2020, the pilot in Lezha has been almost completed, while the planned activities at the central level have advanced but not close to completion as a result of the unprecedented health situation and a slower pace of institutional cooperation outputs.

At this stage, the project enters a full implementation mode and is required to tackle all planned activities as per the implementation work plan, i.e. supporting the DRR strategic and institutional framework and formalize the DRR roadmap developed through the Lezha pilot and replicate it to additional municipalities. 

The Project geographic scope is broad, and the project will assist, partner, cooperate and coordinate with a variety of central and local stakeholders and actors. The efficient management of the project operations and engagement of resources in terms of procurement, logistics, human resources etc. is critical for the achievement of project objectives and targets.

In this respect, UNDP Albania is seeking to hire a qualified candidate for the position of Administrative and Finance Assistant. The candidate must have relevant experience in administrative and financial management in previous projects or similar environments.

The Administrative and Finance Assistant will work under the direct supervision of the relevant Project Coordinator, with additional substantive guidance from UNDP Albania, to perform the following duties:

Under the guidance and supervision of the Project Coordinator, with additional substantive guidance from UNDP Albania, the Administrative and Finance Assistant will provide support to project operations, performing a variety of standard administrative and financial processes, ensuring high quality and accuracy of work and promoting a client, quality, and results-oriented approach.

The main duties and expected results of the Administrative and Finance Assistant will include the following:

• Providing overall financial and administrative, support to the Project Coordinator and team of experts, in the planning, organization and follow-up of the project activities, in accordance with the project work plans and in co-operation with the national partners and stakeholders.
• Support to project execution performing a variety of standard specialized and non-specialized task and work processes e.g. screening, collecting and following up on documentation, filing, researching routine information and processing requests, posting relevant data, facilitating logistic support for various project events/activities, etc.
• Support Programme Officers in recruitment and procurement processes as well as reporting as requested.

In more detail, SAA specific duties and responsibilities will include contribution to the areas of operational management:

1. Finance

• Prepare Request for Payments in accordance with Atlas and ERP procedures;
• Reconciles Petty Cash ensuring all disbursements are in accordance with rules and procedures;
• Assist project management on project budget status;
• Assist in preparing quarterly and annual work plans and budgets, progress and financial reports to be submitted to UNDP, donors and the Government;
• Be a buyer and general user in ATLAS functions
• Follow up with CDR, delivery and other Atlas financial reports
• Prepare GLJE requests
• Control the accounts regarding allocations and expenditures and make adjustments to optimize the utilization of funds
• Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
• Support administrative-financial closing of the project;

2. Human Resources

• Assist the HR unit in CO in timely  management of project staff contracts including follow up of requests, extension, termination, modification and finalization of signing process;
• Assist in recruitment processes carrying out various administrative checks, longlisting, shortlisting, written test review reference and any other task as required by CO HR unit
• Prepare relevant procurement procedures for consultant services;
• Monitor monthly attendance, progress reporting and leave applications;
• Prepare new vendor forms or update existing ones.

3. Procurement

• Assist in the preparation of procurement files and following up the relevant procedures as by request for CAP/ACP submission;
• Support project procurement i.e. technical bids, financial bids, proposals and contracts based on the provisions of the respective Guidelines;
• Assist in procurement evaluation processes through carrying out various administrative checks, drafting comparative tables, evaluation reports for review by the Project Coordinator.

4. Asset management

• Maintain a stock control and supply system for all office consumable items;
• Control and ensures that all equipment of the Project Office is operational;
• Assist in maintaining accurate and up to date inventory reports with information on the status and location of all the inventory items. 

5. Record keeping

• Maintain the filing system for the performed tasks and ensure the files and practices are recorded as per UNDP procedures;
• Maintain records on all project personnel and local consultants and their respective status (contracts, ToRs, sick leave, vacation, etc.) in accordance with accepted policies and procedures;
• Assist in the regular updates of the project results and resources framework and related reporting tools by complying with UNDP rules and regulation.

6. Travel

• Follow up the preparation and approval of Travel Claims (TC) for project staff, take care of security clearances;
• Provides assistance regarding the logistic arrangements and documents’ submission for trips on field according to UNDP rules such as: agenda preparation, the security clearance submission for the staff on mission including drivers, the vehicle’s availability, and follow up the F10 completion and submission in case of per diem eligibility, completion of mission travel report

7. Logistic and secretarial

• Assist with the organization of workshops, training events and meetings. This includes preparing background materials, working papers, preparing budgets, coordinating travel and lodging of participants, selecting, coordinating and monitoring service providers, recruitment and payment of resource persons, drafting related correspondence and reports;
• Assist in organizing various project meetings, including Steering Committee meeting and prepare minutes;
• Collect inputs and compile regular reports and distribute minutes, maintain filing system
• Provide support to project experts in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc.)
• Drafting and typing a variety of letters and minutes of meetings;

8. Audit support

• Assist in preparing for project audit and in responding to audit queries;
• Assist the auditing process of the project and take appropriate actions as per the respective UNDP rules and regulations;
• Perform any other duties as required.

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards
• Promotes the vision, mission, and strategic goals of UNDP
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism

Functional Competencies:

• A strong client orientation attitude to both local and international partners
• Excellent time management, monitoring and evaluation skills
• A positive attitude and enthusiasm about project goals
• Flexibility in responding to additional requirements
• Good report writing skills
• Excellent interpersonal skills
• Accountability for management of time and task completion
• Accountability for achievement towards fulfilling programme and component aims and objectives
• Ability and flexibility to travel across the country

Academic Qualifications/Education:

•  Bachelor’s degree in  finance, economy, accounting, business administration or any other related field.
• Possessing a master’s degree in economy, accounting, business administration or any other related field is an advantage

Work Experience:

• Minimum 5 years of work experience in finance and administration field, with international organizations, development banks, private sector .
• Advanced experience in the usage of computers and financial programs as well as office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems is an advantage
• Previous working experience with development organizations is desirable
• Familiarity with UNDP/UN administrative and financial regulations, rules and procedures would be desirable

Language Requirements 

• Strong written and spoken skills of English and Albanian language