Local project assistant for documentation of administrative procedures

Location : Municipality of Gostivar, the former Yugoslav Republic of Macedonia
Application Deadline :08-May-16 (Midnight New York, USA)
Additional Category :Democratic Governance and Peacebuilding
Type of Contract :Service Contract
Post Level :SC-6
Languages Required :
Expected Duration of Assignment :7 months,with possibility of extension


Within its overall governance efforts aimed at improving the transparency and accountability at local level, UNDP has partnered with UNCTAD and the Municipality of Gostivar on implementation of an eRegulations system, a turn-key eGovernment tool developed by UNCTAD to provide clear and transparent information on administrative procedures. The eRegulations system presents procedures step-by- step, from the user’s point of view, with all forms, requirements, contact details of entities in charge, legal bases, costs and duration for completing administrative processes. Besides giving clear and practical information on rules and procedures to citizens and businesses, eRegulations is a powerful simplification tool. The number of steps, the requirements and the duration can generally be decreased by more than 50%, without changing the laws. 

This assignment will be part of the project „Innovative Solutions for Improved Access to Services at Local Level“. This initiative focuses on a set of measures that derive from the Programmatic Documents as a direct responsibility of the Ministry of Local Self-Government (MLSG) and are mainly focused on improving the vertical and horizontal accountability and transparency and providing innovative concepts for better access to services and participatory governance. 

In that context, UNDP in cooperation with UNCTAD wishes to identify a local project assistant that will assist in documenting administrative procedures related to business creation and operation in an online database (the eRegulations system) towards achieving the final goal of improved transparency and accountability and overall service delivery in the Municipality of Gostivar. 

The overall objective of the assignment is to assist the Municipality of Gostivar in introducing and implementing the eRegulations system aimed at streamlining the administrative procedures to provide clear and transparent information and service delivery to the citizens.  

During the entire duration of the assignment, the Local project assistant shall focus on the substantive aspects of the eRegulations system with final goal of improved transparency and accountability and effective service delivery to the citizens.

The incumbent will work under the joint supervision of the UNDP Programme Associate, UNCTAD's Regional Coordinator and Local Government Specialist/Project Manager in the Governance Unit.  S/he will ensure effective delivery of the tasks by supporting the project implementation consistent with UNDP rules and regulations. S/he will work in a fast changing and dynamic environment with multiple priorities and pressing demands. 

The incumbent will also work in close collaboration with the other Unit’s projects staff, programme and operations team, UNCTAD international experts, and liaise, as needed, with government officials, projects teams, technical advisors and experts, civil society and private sector to ensure successful implementation of the initiatives. The incumbent will be working at the premises of Municipality of Gostivar. 

Duties and Responsibilities

Summary of key functions:

  1.     Mastering and documenting procedures in the eRegulations system 
  2.     Ensuring validation and permanent update of the information
  3.     Providing inputs to   the analysis of procedures

1.    Mastering and documenting procedures in the eRegulations system 

  •      Learn to use the eRegulations content management system in order to be fully capable of recording and updating information contained in the database, including the texts and images displayed by the public interface.
  •     Organize and ensure information collection on procedures from entities involved (the list of procedures will be provided to the consultant)
  •     Register the information in the eRegulations system in English and Albanian. 
  •     Review the information and make field visits to the entities in charge to make sure that the data reflects the real administrative practice. 
  •     Organize and ensure the formal validation of data by the agencies that are involved and in charge of procedures. 
  •     Provide monthly reports on progress of implementation of activities/monthly work plan to UNDP/UNCTAD; 
  •     Provide quarterly reports on findings, progress of implementation and identified issues/challenges and final report at the end of  overall assignment summarizing the implementation of the project and including recommendations for follow-up actions.

2.     Ensuring validation and permanent update of the information

  •     Regularly verify and update all information published in the eRegulations system.
  •     Organise and participate in validation sessions and obtain certification of the information
  •     Define and implement information update mechanisms with institutions involved in the procedures

3.    Providing inputs to the analysis of procedures

  •      Review the procedures, compare them with the legal bases and detect possibilities of simplification according to UNCTAD's 10 principles of simplification (http://doc.eregulations.org/#4038441/2)

The tasks will include field work and interaction with public institutions, organization and registration of information and external communication.


Corporate Competencies:

  •  Integrity : Demonstrates commitment to UNDP’s mission, vision and values
  •  Respect of diversity: Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; treats all people  fairly  without favoritism

Core competencies 

Delivery - ability to get things done

  •  Makes new ideas work
  •  Critically assesses value and relevance of existing thinking and policy
  •  Embraces difficult obstacles that interfere with getting work done
  •  Anticipates constraints and identifies solutions
  •  Strives to improve team reputation with clients 
  •  Expands capacity of team to deliver on time and on target
  •  Accountable for project implementation and/or team deliverables

Innovation - ability to make new and useful ideas work

  •  Adapts deliverables to meet client needs
  •  Interprets policy within context and applies with judgment
  •  Anticipates obstacles and applies practical solutions
  •  Embraces new methods 
  •  Continually seeks improvement   
  •  Collaborates to improve methods and delivery

Client Orientation 

  •  Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  •  Organizes and prioritizes work schedule to meet client needs and deadlines;
  •  Demonstrates an understanding of client/partner/donor perspective in terms of reporting requirements, and;
  •  Strives for high quality client – oriented services (internal and external) when making decision and taking actions.

Knowledge Management and Learning

  •  Shares knowledge and experience;
  •  Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills;
  •  Willingly shares knowledge and experience, and;
  •  Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Functional competencies 

  •  Is able to perform a broad range of specialized activities aimed at effective and efficient functioning of the project, including data/schedule management 
  •  Understands the main processes and methods of work regarding the position;
  •  Is able to maintain confidentiality and discretion;
  •  Is able to provide input to business process re-engineering
  •  Has good knowledge of administrative rules and regulations;
  •  Has strong ability to establish, build and maintain effective working relationships with project staff and clients to facilitate the provision of required support, and;
  •  Is highly proficient in Microsoft Office tools (especially Word, Excel and Power Point), conversant with simple software’s and applications (databases, image and video processing).

Required Skills and Experience


  •  University degree, preferably in law, business or organizational management, public administration, Information Technology  or related fields


  •  Minimum of two years professional experience in administrative procedures or any other activity requiring excellent organizational skills necessary to attain objectives and manage a wide network of contacts
  •  Experience in managing  information and data and simple software and applications (databases, image and video processing) will be an asset, 
  •  Experience in working with local governments will be an asset 
  •  Excellent written and oral communication in English, Macedonian and Albanian

The ideal candidate will also have:

  •  Proven interest in administrative procedures, their simplification and the reform of public administration in general
  •  Sense of public service 
  •  Very organized and meticulous with a great sense of details
  •  Ability to work autonomously and in a team
  •  Excellent interpersonal and networking skills.

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.

If you are experiencing difficulties with online job applications, please contact jobs.help@undp.org.

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