Project Assistant

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

Under the direct supervision of the Project Manager, the Project Assistant will support the implementation of the Green Transition Portfolio Pillar 1 – Decarbonization (hereinafter, “GTP - Pillar 1”), funded by Sweden.

The Portfolio aims to contribute to a just green transition in Bosnia and Herzegovina by empowering policymakers, businesses, communities, entrepreneurs, and scientists to devise and implement policies and solutions driving significant decarbonization and CO2 reduction. Key focus areas include transitioning from fossil fuels to clean energy (aiming for the most vulnerable to escape energy poverty), eliminating waste and pollution, combating environmental harms, introducing circular and climate-neutral business models, and protecting natural resources. The portfolio supports effective, fair, and sustainable development through policy dialogue, regulatory improvements, capacity building, and incentives in energy sustainability, waste management, sustainable business models, green chemistry, and environmental protection, driving system-level changes for Bosnia and Herzegovina’s green transition.

The intervention is an integral part of a wider set of reform and investment interventions in Bosnia and Herzegovina guided by the Portfolio “Catalysing the Green Transition in Bosnia and Herzegovina”. This Portfolio is a 5-year programmatic framework of UNDP in Bosnia and Herzegovina, which leverages new development thinking and aims to anchor and catalyse a broader just transformation towards a green and zero-carbon Bosnia and Herzegovina. Interventions elaborated in this Concept Proposal cover a three-year period, while potential continuation of activities will be determined in 2027.

Under the overall guidance of the Project Manager, the Project Assistant will provide support services ensuring high quality, accuracy, and consistency of work. Project Assistant will be responsible for technical and logistical assistance to the Project Manager while implementing activities under the GTP - Pillar 1.

The incumbent will be based in UNDP BiH office in Sarajevo.

Duties and Responsibilities

Under the direct supervision of the Project Manager the incumbent will provide support to implementation of Green Transition Portfolio activities:

Overall technical, administrative, and logistical support to Project activities:

• Assist the Project Manager and Project Analysts in the implementation of technical and operational activities for the preparation of the outputs;
• Review technical and support information on relevant studies, projects and initiatives that may contribute to the Project activities;
• Participate in the planning, organizing and execution of Project activities;
• Organize and coordinate seminars, training activities, workshops, site visits and other exchange and facilitation events for stakeholders;
• Organize and coordinate information exchanges both internationally and between participating institutions;
• Maintain the Project files and supporting documentation for payments;
• Draft routine official correspondence and assists in the preparation of various reports.

Support to the Project teams in implementation of Project business processes:

• Support drafting of the terms of references for international and local consultants and experts to be hired for the implementation of the Project;
• Assist the Project Manager in the selection process of the consultants to be hired by the Project according to the rules and procedures established by UNDP;
• Provide support to the Sector Procurement Associate(s) and the Project team in the preparation and processing of procurement actions for goods, services and supplies required by the Project, including compiling and preparation of the procurement documentation, and tracking procurement requests;
• Support the payment requests authorized by the Project Manager;
• Organize translation and interpretation services in accordance with business processes.

Support to Business Process Quality Assurance:

• Facilitate that business processes followed by the projects are in line with the UNDP rules and regulations, policies, and internal control framework;
• Assist in timely reporting and participate in the drafting of the reports;
• Prepare administrative, technical, and financial reports;
• Assist the Project Manager in monitoring of disbursements in accordance with the Project Budget and Disbursement Plan.

Support to the Project teams in effective mainstreaming of gender equality and knowledge sharing:

• Provide effective support in mainstreaming gender equality in the projects implementation and makes sure that knowledge on gender equality is incorporated in the project’s knowledge management activities and products;
• Provide effective support to the Project Manager in incorporating gender equality in all the areas of implementation of projects components, in the organization of the project evaluations and audits;
• Ensure that all collected data related to the project are gender and age disaggregated and evaluated from the gender point of view.
• Supports knowledge building and sharing in the office The incumbent performs other duties within their functional profile as deemed necessary for the functioning of the Project and the Organization.

Competencies

Core 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 Thematic Area Name Definition 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 policy and procedures

Knowledge of travel policy and procedures; ability to

interpret travel policy, the Staff Rules, administrative

circulars and financial regulations and rules on travel related matters

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.

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 Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.

Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.

Business Management Monitoring & Evaluation

Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively;

Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results.

Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns

Business Management Operations Management Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.

Required Skills and Experience

Min. Education requirements

• Secondary education is required. OR
• University Degree (Bachelor’s degree) in the field of business, economics, engineering or related disciplines will be given due consideration, but it is not requirement.

Min. years of relevant work experience

• Minimum five (5) years (with secondary education) or two (2) years (with Bachelor’s degree) of administrative or project support professional experience at the national or international level is required.

Experience, Knowledge and skills

• Experience in handling of web-based management systems.
• Experience applying gender sensitive language in every day work.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.

Desirable Criteria

• Experience in coordinating communication with stakeholders/ beneficiaries;
• Experience in travel, logistics and event organization/coordination.
• Experience in drafting administrative reports.
• Prior UN experience.

Required Language(s)

• Fluency in English and official languages of Bosnia and Herzegovina (Bosnian/Croatian or Serbian) is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

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