Project Assistant (NPSA-5), [Open to all applicants] at UNDP

Belgrade, Central Serbia, Serbia -

Full Time

Start Date

Immediate

Expiry Date

26 Aug, 26

Salary

0.0

Posted On

28 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Implementation, Administrative Support, Communication, Meeting Coordination, Reporting, Monitoring and Evaluation, Knowledge Management, Documentation, Filing, Stakeholder Relations, MS Word, MS Excel, Web-based Management Systems, Project Coordination, Procurement, Logistics

Industry

International Affairs

Description

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 The ESI project supports the accelerated delivery of loan initiatives aimed at improving Education for social inclusion. Leveraging its focus on capacity development and knowledge management, UNDP will support the building of these advanced capacities. Furthermore, UNDP will provide the Ministry of Education (MOE) with access to its knowledge platforms and rosters of expertise, facilitating the timely delivery of projected results. To ensure a timely and impactful implementation, and to protect the Republic of Serbia from potential interest and financial charges resulting from implementation delays, a Project Implementation Unit (PIU) will be established. To successfully contribute to the overall project objectives, an Administrative Clerk / Junior Administrative Assistant will be engaged. This role is essential for ensuring the results-oriented, effective, efficient, and accountable execution of project activities. Duties and Responsibilities The duties of the Project Assistant will include: 1. Support to Day-to-Day Project Implementation: • Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans. • Provide support to consultants in the implementation of their tasks for achieving project results. • When necessary, work together with the Project Team. 2. Administrative and Communication Support: • Maintain project correspondence and communication. • Collect, register and maintain all information on project activities. • Advise project counterparts on applicable administrative procedures and ensure their proper implementation. 3. Coordination of Meetings, Events and Field Activities: • Prepare agendas and arrange field visits, appointments and meetings related to project activities. • Assist in logistical organization of meetings, trainings and workshops. • Draft minutes of Project Board and other project-related meetings. • Write minutes from internal and external meetings. 4. Reporting, Monitoring and Knowledge Management: • Contribute to the preparation and implementation of progress reports. • Assist the Project Team in matters related to monitoring, evaluation and knowledge management. • Ability to research and turn information into useful knowledge relevant for project needs. 5. Documentation and Filing: • Ensure all project documentation (progress reports, consulting and technical reports, minutes, etc.) is properly maintained in hard and electronic copies. • Maintain an efficient and readily accessible filing system. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization Institutional Arrangement The Project Assistant will work under the overall guidance and supervision of the Project Manager and in cooperation with the National Project Director (NDP) and the Ministry of Education. 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 Business Direction & Strategy Strategic Thinking Develop effective strategies and prioritised plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight. Business Direction & Strategy Effective Decision Making Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications. 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. Administration & Operations Building, facilities & office space management Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data. Procurement Procurement Management The ability to acquire goods, services or works from an outside external source 2030 Agenda: People Gender Communication and Advocacy for Gender Equality Required Skills and Experience Education: * Completion of Secondary Education is required. University degree (Bachelor’s degree) in Social or Natural Sciences, Management, Business Administration, Economy, Law, Political Science or related field will be given due consideration but is not a requirement Experience * Minimum 5 years (with Secondary Education) or 2 years (with Bachelor’s degree) of progressively responsible administrative support experience, preferably in office work, is required. Required skills * Experience in relations with different target groups and stakeholders – private sector, public sector, civil society * Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems. Desired skills * Experience in project coordination and implementation of activities (knowledge of project management processes). * Experience in administration, finance-admin processes, logistics and reporting (knowledge of procurement processes, monitoring and evaluation tools) * Experience in UN agencies or other international organisations or government settings. Languages: * Fluency in English and Serbian is required Important Information The online application form must be fully completed. Applicants are required to carefully complete their online application form and reflect all of their work experience history in the application. Only attaching a CV is not sufficient for applicants to be considered for positions. All applicants have to complete the Experience, Education, Language, and Nationality & Permanent Residence fields fully. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other ma Important Information The online application form must be fully completed. Applicants are required to carefully complete their online application form and reflect all of their work experience history in the application. Only attaching a CV is not sufficient for applicants to be considered for positions. All applicants have to complete the Experience, Education, Language, and Nationality & Permanent Residence fields fully. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials. 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. Use of AI by candidates Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Responsibilities

The Project Assistant provides day-to-day administrative and communication support to ensure the effective execution of project activities. Key duties include coordinating meetings, maintaining project documentation, and assisting with reporting and monitoring.