Service Contract SB3.3

UNFPA Project Assistant, Service Contract SB3

15 March 2018

Chisinau, Republic of Moldova

Vacancy Number: UN18/01688

Location: Chisinau, Republic of Moldova
Application Deadline: 15 Mar 2018, 23:59 (GMT+1:00)
Reference to the project: UNFPA Moldova
Expected Duration of Assignment: 1 year (with possibility of extension until 31 December 2022)



UNFPA Moldova CO is looking for a Project Assisstant.

Background Information:

The Project Assistant is located in UNFPA Moldova CO and reports to the Project Officer.

The “Joint Fund for developing youth services for young people, including those most vulnerable” is a common Programme of the Ministry of Education, Culture and Research of the Republic of Moldova and UNFPA, United Nations Population Fund for the period of 19 December 2017 – 31 December 2022, based on the Co-financing Agreement signed on 19th of December 2017.

As part of the UNFPA, United Nations Population Fund in the Republic of Moldova 3rd Country Programme 2018 – 2022 and National Strategy for Development of Youth Sector 2020, UNFPA and the Ministry of Education, Culture and Research of the Republic of Moldova are partnering to increase availability and quality of youth friendly services at local level, with focus on most vulnerable young people.

As part of this partnership, UNFPA and the Ministry of Education, Culture and Research will:

  1. Improve institutional capacity of Youth Centers in facilitating young people engagement, youth services availability and community participation.
  2. Improve the quality of services provided by Youth Centers, including outreach services to reach the most vulnerable groups of young people.
  3. Improve the monitoring and evaluation mechanism, in particular data collection system on young people at the local level and use of disaggregated data, including on adolescent sexual and reproductive health, in decision making by Local Public Authorities.

Under the guidance and direct supervision of the Project Officer the incumbent assists in the effective and efficient management of the project through a range of actions contributing to the design, planning, management and monitoring of project activities.

The Project Assistant applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNFPA rules and regulations. He/she is responsible and accountable to the Project Manager for the project results.

The incumbent is expected to exercise full compliance with UNFPA programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Main Tasks & Responsibilities:

Administrative management:

  • Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
  • Provide support to international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc.);
  • Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
  • Prepare and issue contracts;
  • Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
  • Draft minutes of project related meetings when required;
  • Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
  • Arrange external and internal meetings (including Project co-funders meetings, Technical level, as well as other relevant meetings etc.).

Financial management:

  • Prepare requests for advance of funds and/or direct payments;
  • Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions;
  • Prepare proposals for budget revisions;
  • Prepare and submit expenditure and programme budget status reports;
  • Respond to queries from the beneficiary, Ministry of Education, Culture and Research and UNFPA with respect to financial aspects of the programme, liaise with UNFPA-appointed and external auditors wherever required;
  • Prepare recurring reports as scheduled and special reports as required for budget preparations and audit;
  • Advise and assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
  • Undertake other financial and administrative tasks on an ad hoc basis.


  • In accordance with the Work Plan arrange for procurement of equipment, supplies and services;
  • Process in ATLAS the transactions in line with the Internal Control Framework;
  • Arrange for equipment maintenance and insurance as required;
  • Ensure that contractual processes follow the stipulated UNFPA procedures;
  • Maintain an equipment and spare inventory including verification and transfer when required.

Qualifications and Experience:


  • University Degree in economics, finance, accounting, law, public administration, and/or other related areas.

Knowledge and Experience:

  • At least 5 (five) years of experience in administrative work, accounting/finance, economics, or other substantive area is required.
  • Proficiency in current office software applications and corporate IT systems.
  • Prior experience in development assistance or related work for a donor organization, governmental institutions and/or NGOs, is a very strong advantage.
  • Knowledge of ATLAS / PeopleSoft or other ERP system is an asset.
  • Strong interpersonal and organizational skills.


  • Exemplifying integrity
  • Demonstrating commitment to UNFPA and the UN system
  • Embracing cultural diversity
  • Embracing change

Core Competencies:

  • Achieve results
  • Being accountable
  • Developing and applying professional expertise/ business acumen
  • Thinking analytically and strategically
  • Working in teams/ managing ourselves and our relationships
  • Communicating for impact

Functional Skill Set:

  • Providing logistical support
  • Managing data
  • Managing documents, correspondence and reports
  • Managing information and work flow
  • Planning, organizing and multitasking
  • Supporting financial data analysis


  • Fluency in English and Romanian is required.
  • Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.

The United Nations Organization is committed to diversity and inclusion. Women, persons from vulnerable groups, such as persons with disabilities, Roma and other ethnic, linguistic or religious minorities, persons living with HIV, refugees and other noncitizens legally entitled to work in the Republic of Moldova, as well as persons from other underrepresented groups are particularly encouraged to apply.

Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.


To apply on-line for this position and read more detailed information, please visit:

Applications for this position must be received no later than on: 15 March 2018

Only those short listed will be contacted.