Antecedentes

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Under its Western Balkan portfolio, it facilitates the implementation and execution of numerous projects pertaining to climate change, biodiversity protection, land degradation and other environmental related aspects.

In North Macedonia, UNEP has been present for more than ten years, supporting the implementation of several projects: development of the National Action Plan to Combat Desertification under UNCCD (2014/15) and national UNCCD reporting process (ongoing); Second National Biodiversity Strategy with an Action Plan (2013-2015) and Sixth National Report to CBD (2019-2020); STAR5 GEF project “Achieving Biodiversity Conservation through Creation and Effective Management of Protected Areas and Mainstreaming Biodiversity into Land Use Planning” (2016-ongoing) that supports the extension of the national protected areas network through establishment of at least one new protected area (Shar Mountain under protection category national park), pioneering in development of the first national Red Lists (and Book) on reptiles and amphibians, new national soil erosion map, soil sealing database for three pilot sites, forest vegetation maps for three pilot sites, identification of high nature value forests and guidelines for their sustainable management, determining and testing of quotas for non-timber forest products of species of economic value and so on.

With financial support from the Global Environment Facility (GEF), implemented through UNEP and the Macedonian Ministry of Environment and Physical Planning, the country is now implementing a GEF6 project “Promoting Sustainable Land Management (SLM) Through Strengthening Legal and Institutional Framework, Capacity Building and Restoration of Most Vulnerable Mountain Landscapes”.

The main goal of the Project is to reduce the effects of land degradation and land use pressures on natural resources in the mountain landscapes. The Project objective is to develop and strengthen national policy and institutional capacity for sustainable land management (SLM) and to contribute to achieving the national land degradation neutrality target with integrated landscape management in north- western mountainous ecosystems of North Macedonia. To achieve this objective, the Project will support activities through the implementation of the following three components:

• Strengthened legal and institutional framework and capacity building for SLM and SFM;
• Implementation of sustainable land and forest management practices for reducing the effects of land degradation in three pilot sites in the most vulnerable mountainous region (testing and demonstration in selected pilot sites in the most vulnerable mountainous regions, as basis for lessons learned, replication and upscaling);
• Knowledge management and public awareness.

The project will build upon existing government efforts and programs for land management by targeting those areas of the current efforts where gaps have been identified, which left unaddressed, will limit the wider effectiveness of overall efforts. Importantly the project will address the gaps not only within the national policy, legislative and institutional framework, but also through practical on-ground efforts to halt and reverse land degradation and deforestation in a cost-effective, socially acceptable and sustainable way within the selected pilot sites. It will contribute significantly to introducing, testing and demonstrating new methods and approaches to achieve combatting land degradation and deforestation issues in North Macedonia, and generate new experience and awareness that will potentially have far reaching impacts for the on- going efforts in the future.

The practical experience gained on the ground will help reverse LD threats at project site level, plus fill gaps in knowledge about effective methodologies/approaches. Furthermore, the on-ground experience will also help highlight practical limitations of the current institutional, legal and policy context, and provide lessons that can be used to fine tune and thereby adjust the LD/forestry enabling framework and help ensure land users are better facilitated to apply sustainable practices in the future.

UNEP is currently seeking an experienced Administrative Support Assistant to support the Project Manager and other team members in effective and timely implementation of the project and achievement of all planned results.

The salary for the position is classified as SB 3 and depends on experience and qualifications.

Deberes y responsabilidades

The Administrative Support Assistant is expected to provide support to development and implementation of the UNEP’s project(s) in the region and in North Macedonia, as specified in the above Functional Description. S/he will be directly monitored by the Project manager, UNEP Associate Programme Management Specialist and overall supervised by the Head of UNEP, Vienna Programme Office – SCC.

Summary of key functions:

• Perform mainly administrative, as well as some legal and financial duties related to implementation of the project;
• Administrative and operational support to project implementation, ensuring quality of business processes;
• Facilitate knowledge sharing within the Project;
• Ensure effective mainstreaming of gender equality.

1.Expected results: Perform mainly administrative, as well as some legal and financial duties related to implementation of the project

• Assist in development of Terms of Reference for different project consultancies and contractors, related to project activities and outcomes;
• Assist in conducting desk reviews of existing legal and institutional framework relevant for the project/initiative, where necessary;
• Assist in research for development on new project concepts, through communication with relevant stakeholders in the process of preparation of full project proposals;
• Assist the project team with the resolution of issues or conflicts by investigating/researching issues and making recommendations;
• Review narrative and financial reports submitted by local partners, as needed, to assure proper and timely implementation of defined activities;
• Ensure optimal flow of payments toward local partners to avoid delays (tracking the payments and intervene as required);
• Assist in preparation of project budget revisions and extensions, financial reports, payments and status of funds and expenditures;
• When requested, assist in preparation of timely and accurate financial reports based on donor and projects requirements (such as monthly reports; quarterly reports, etc.).

2. Expected results: Administrative and operational support to project implementation, ensuring quality of business processes

• Togerther with the Project Manager and other team members, maintain regular communication with Ministry of Environment and Physical Planning and other local, national and international partners in the project implementation;
• Preparation and submission of monthly reports to the Ministry of Environment and Physical Planning on the current developments and upcoming project activities;
• Support registration and due diligence processes of local partners;
• Support development and management of contracts with local partners (consultancies, works and supply of goods) and individuals (consultancy and other services). Organize a system of tracking contract implementation and ensure that project management is timely alerted on the key milestones, and possible deviations of the original contract schedules. Prepare and necessary documentation for the possible extension of contract (cost and non-cost);
• Assist in preparation of project work-plans through providing support in data collection, systematization and analysis of information, inter-action with institutions in data collection;
• Make travel and logistics arrangements, as needed;
• Initiate routine correspondence related to the implementation of project and drafting of official documents;
• Maintain files and ensure proper records of projects working files and permanent retention files;
• Research and development of presentations;
• Compile, copy and distribute project products;
• Support the development of web materials and maintenance of the project web site;
• Ensure effective correspondence and communication verify data, answer queries and obtain additional information on administrative and financial issues as required;
• Prepare relevant background materials for use in discussions, correspondence and briefing sessions.

3. Expected results: Facilitate knowledge sharing within the project

• Planning and organization of stakeholder meetings, trainings and workshops;
• Participate in the training for the operations/project staff on administration and other relevant topics;
• Preparation of relevant data analysis, documents, materials and presentations, as well minutes and/or reports following the meetings/trainings/workshops;
• Participate in the UNCT outcome groups meetings and provide contributions, when requested;
• Implement other clerical duties, administrative processes and other services to be further determined in the course of the implementation of the project.

4. Expected results: Ensure effective mainstreaming of gender equality

• Support the Project Manager and the project team in mainstreaming gender equality;
• Support preparation of gender equality background materials for use in discussion, correspondence and briefing sessions;
• Ensure that all the data, when collecting and compiling inputs relating to the Project, are gender disaggregated to the extend possible;
• Support the Project Manager and the project team in the reporting on gender mainstreaming.

PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS

Under the supervision of the Project Manager and Head of UNEP Vienna Programme Office – SCC, in close collaboration with government officials, and in coordination with UNEP colleagues, the Administrative Support Assistant will carry out the services pertaining to the duties and responsibilities mentioned above.

Competencias

Values

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favouritism.

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;
• Expands capacity of team to deliver on time and on target;
• Accountable for project implementation and/or team deliverables.

Communication - ability to listen, adapt, persuade and transform

• Advocates, able to change mind of self, peers and partners;
• Persuades others to embrace new ideas, even when controversial;
• Empathizes with client perspectives and needs;
• Prepares and presents authoritative advice;
• Represents team in formal settings;
• Expands expertise of team through sharing expertise.

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.

Results Based Orientation

• Demonstrates ability to identify problems and proposes solutions;
• Provides inputs to the development of simple system components;
• Has ability to organize and complete multiple tasks by establishing priorities;
• Has ability to handle a large volume of work under time constraints;
• Plans and produces quality results to meet established goals, and;
• Demonstrates ability to generate innovative, practical solutions to challenging situations.

Job knowledge and technical experience

• Experience in office administration – ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.
• Knowledge of development of project concepts, analysis of relevant national and international legislation, and policies;
• Ability to evaluate narrative and financial reports (internal and external) and present the findings in a clear and meaningful manner.

Habilidades y experiencia requeridas

Education

• Secondary education. University degree is a strong asset.

Experience and skills:

• At least 6 years (4 years for candidates with University Degree) of progressively responsible administrative or project experience;
• Experience on projects dealing with environment and nature protection, land degradation, climate change and/or disaster risk reduction is a strong asset;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems;
• Experience in project finance will be considered an asset;

Language: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. In addition, knowledge of Macedonian and/or Albanian and other local languages in the proje