The Ministry currently operates with 14 disparate automated systems, each developed independently for different operational aspects, such as online applications, business process automation, and beneficiary data management. This fragmentation, exacerbated using diverse software and technologies, has led to significant operational inefficiencies and interoperability challenges. Citizens often encounter the inconvenience of submitting identical documents for different services. Case managers face difficulties in accessing comprehensive historical data on beneficiaries, impeding effective support and fraud detection.

Furthermore, the inability to integrate and analyze data hinders evidence-based policy development, notably in assessing service targeting and impact. This lack of data integration also obscures geographical disparities in service access, a critical concern for equitable social assistance.

The UNDP project aims to overcome these challenges by laying the groundwork for a longer-term digitalization program. It envisions the development of a single window system and a detailed digitalization roadmap, enhancing the coherence and effectiveness of the Ministry’s services. The project’s objectives are threefold:

• Pro-activation of the most-used social and employment services, ensuring that these services are readily accessible and responsive to citizen needs.
• Optimization and digitalization of the majority of social and employment services, streamlining processes, and enhancing user experience.
• Establishment of a functional national network of single window centers, providing integrated and efficient access to social and employment services across the country.

This project is a collaborative effort with UNICEF, supporting the Ministry’s ambitious reform agenda and contributing significantly to the transformation of social assistance delivery in the region.

The Project Associate will ensure, in line with the Project’s scope, the provision of the following development services and products pertaining to an effective administrative and financial management, as well as procurement:

• Ensure efficient delivery of the Project assigned, focusing on achievement of the following key 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 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 and archiving of the Project;
  • Provide support in regular monitoring and data collection of Project activities in accordance with work plan and procurement plan;
  • Provide general secretarial and administrative assistance to the Project team in close liaison with UNDP teams, other UN agencies.
• Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following key 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 assigned, focusing on achievement of the following key results:
  • Assist 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 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 assigned, focusing on achievement of the following key 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 Procurement 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(s) commitments and expenditures and assist the Project 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(s) 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;
  • Draft Project(s) correspondence and documents; finalize correspondence of administrative and financial nature; draft minutes of meetings, 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 guidance and direct supervision of the Project Manager, the Project Associate shall contribute to an effective and efficient implementation of the project activities via administrative and financial management.

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.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements