Office ASSISTANT- Moldova Energy and Biomass Project

Location : Chisinau, MOLDOVA
Application Deadline :10-Mar-13 (Midnight New York, USA)
Additional Category :Climate & Disaster Resilience
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   Russian  
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :9 months
Expected Duration of Assignment :2 years


The Moldova Energy and Biomass Project, a 4 year 14.56 million EUR project, funded by the European Union and UNDP and implemented by UNDP aims to contribute to a more secure, competitive and sustainable energy production in the Republic of Moldova through targeted support to the most viable and readily available local source of renewable energy, namely biomass from agricultural wastes.

The project purpose is to increase the use of renewable energy technology significantly through fuel switching and energy efficiency. It primarily focuses on improving heating comfort levels in rural public sector buildings including schools and community centres by using readily available waste straw supplied from local agricultural enterprises. The project will also stimulate local markets for improved household heating, industrial cogeneration, and biomass-based briquetting, as well as raise local capacity in the biomass sector, and promote the benefits of biomass energy and the project.

The project consists of four inter-related components as follows:
  1. “Municipal biomass heating and establishment of fuel supply markets” aims to improve municipal heating of public buildings in rural areas and establish related fuel supply markets. Under this output 130 thermal heating systems primarily burning straw will be installed. 
  2. “Foundations laid for establishment of efficient household heating, industrial cogeneration and biomass briquetting markets” will focus on three emerging technology options for biomass energy in Moldova, which will be assessed, developed, and piloted. 
  3. “Building capacity for growth of biomass markets at regional and local levels in Moldova” aims to ensure that the benefits of biomass energy demonstrated and deployed under outputs 1 and 2 are delivered in a lasting and long-term way and that local capacities for further replication is ensured. 
  4. “The opportunities and benefits of biomass energy for Moldova are well known, and visibility of project results promoted” will facilitate widespread dissemination on the general and specific advantages and impacts of using biomass energy in Moldova. During the inception phase of the project, a communication and visibility plan will be elaborated.

Duties and Responsibilities

Office Assistant will work under guidance and direct supervision of the Project Associate and Project Manager in order to ensure smooth running of the Moldova Energy and Biomass Project office, provision of administrative and financial services of the highest quality and standards to the project team, UNDP Country office, as well as national counterparts and clients. 
In addition, the Office Assistant will assist both the Project Associate and Project Manager and other project staff in implementation of day-to-day activities, when needed.

The Office Assistant 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 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.

Administrative management:
  • Assist the Project Manager and other project staff to ensure the smooth  and efficient implementation of project activities; 
  • Assist the Project Associate in all administrative-related matters, such as logistics support to different events organized by the project, drafting and translation of the minutes for these events and, coordination of field visits and international missions to the project;  
  • Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
  • Assume responsibility for administrative matters of a more general nature, such as maintaining and regularly updating the project’s database, registry and maintenance of project files and records;
  • Assist the Communications Officer in maintaining and updating the calendar of events and public inquiries log;
  • Draft and translate correspondence and other project documents (minutes of Project Board, technical meetings, and other);  
  • Interpret during project meetings/events;
  • Prepare timely inputs to project reports;
  • Provide general efficient receptionist and information services; 
  • Arrange external and internal meetings (including the meetings of the Project Board, Projects Selection Committee meetings, and other relevant meetings);
  • Provide other support when required by project management.
  • Maintain office equipment and manage office stationary supplies;

Financial management:
  • Prepare requests for direct payment; 
  • Set up vendors in Atlas;
  • Undertake other financial and administrative tasks on an ad hoc basis.

  • In accordance with the Work Plan support the procurement of equipment, supplies and services;
  • Create and manage e-requisitions in ATLAS;
  • Arrange for equipment maintenance and insurance as required;
  • Ensure the contractual processes follow the stipulated UNDP procedures;
  • Maintain an assets and spare inventory including verification and transfer when required.

The key results have an impact on the overall successful implementation and achievement of the objectives of the Project. The information provided facilitates decision-making of the Project Board and UNDP management.


Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Exerts strict adherence to corporate rules, regulations and procedures.  Familiarity with the internal control framework and results-based management tools is a must.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  • Acts as a team player and facilitates team work.
Functional Competencies:

Knowledge Management and Learning
  • Shares knowledge and experience;
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills;
  • Understands the main processes and methods of work related to the position (financial resources management)
  • Possesses basic knowledge of organizational policies and procedures related to the financial resources management and applies them consistently in work tasks.
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning.
  • Demonstrates good knowledge of information technology and applies it in work assignments.

Development and Operational Effectiveness

  • Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment
  • Ability to establish and maintain contacts with senior-level officials of the host government required. Excellent interpersonal skills are essential part of the job.
  • Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents.
Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Remains calm, in control and good humored even under pressure.
  • Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

  • University Degree in economics, finance, accounting, law, public administration or other related field.

  • At least two years of experience in administrative work, accounting/finance, economics, or other substantive area is required.
  • Previous experience in development assistance or related work for a donor organization, consulting company, or NGO is a very strong advantage.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Language Requirements:   
  • Fluency in oral and written English, Russian and Romanian is a must. 
  • Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.
UNDP is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply.
Applications should be submitted on line and preferably include Personal History Form (P11). Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued. Please note that only applicants who are short-listed will be contacted. Only citizens of the Republic of Moldova are eligible to apply.

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.

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