Project Assistant

Project Assistant

Job 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 United Nations Development Programme (UNDP) is the UN’s global development network, working in around 170 countries and territories. In Bosnia and Herzegovina, UNDP is committed to helping the country through strengthened national and local capacities to carry out political, economic and social reforms and promote development. In line with its 2026-2030 Country Programme, UNDP in Bosnia and Herzegovina (BiH) focuses on inclusive green growth, human capital development and accountable institutions and social cohesion. UNDP is fully committed to supporting BiH in achieving its Agenda 2030 commitments and advancing its European Union (EU) integration priorities. Across all areas of work, UNDP applies conflict-sensitive, integrated, and innovative approaches tailored to the country's development needs.

EU Solidarity Fund Support to BiH represents an EU funded intervention, designed to respond to needs of the local communities in BiH directly affected by the natural disaster declared in October 2024.

The project will operate in affected governments in BiH in helping them effectively and sustainably recover from the event, through rehabilitation and/or (re)construction of infrastructure facilities.

Under the direct supervision of the Project Manager, the Project Assistant will provide support services ensuring high quality, accuracy, and consistency of work. He/she will be responsible for technical and logistical assistance to Project Manager and Project Team while implementing activities under the project.

The incumbent will be based in UNDP BiH office in Sarajevo.

Duties and Responsibilities

Overall technical, administrative, and logistical support to the Project activities

• Assists the Project Manager and Project Team in the implementation of technical and operational activities for the preparation of the outputs;
• Participates in planning, organizing and execution of the Project activities;
• Assists the Project Team in coordinating activities in the field, including maintaining contacts with stakeholders, arranging and attending meetings, as well as taking notes and ensuring follow up.
• Ensures accurate data entry into comprehensive data bases and tools to enable smooth Project monitoring.
• Draft routine official correspondence and assists in the preparation of various reports.

Support administrative processes necessary for successfully implementing the project activities

• Supports Project Manager in full compliance of project related administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Assist the Project Manager and Project Team in the selection process of the consultants to be hired by the Project according to the rules and procedures established by UNDP;
• Provides minor translation/interpretation services, as required.

Support to the project team in implementation of the project business processes

• Provides support in organization of external evaluations/audits of the Project and prepares information for evaluation or audit purposes.
• Organizes translation and interpretation services in accordance with business processes.
• Organizes transportation services in accordance with business processes.
• Maintains Project archive and files.

Support business process quality assurance with following expected results

• Ensures that business processes followed by the projects are in line with the UNDP rules and regulations, policies, and internal control framework.
• Assists in timely reporting and participates in drafting of the project reports.
• Assists the Project Manager in implementation of monitoring and evaluation plan.

Support the project Team in effective mainstreaming of gender equality and knowledge sharing

• Provides effective support in mainstreaming gender equality in the projects implementation and makes sure that knowledge on gender equality is incorporated in the project’s knowledge management activities and products;
• Ensures that all collected data related to the project are gender and age disaggregated and evaluated from the gender point of view.
• Assist in knowledge management and capacity building

The incumbent performs other duties within their functional profile as deemed necessary for functioning of the Office and the Organization.

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 and Strategy Business Acumen Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Ability to make good judgments and quick decisions within such frameworks Knowledge and understanding of the operational frameworks in the organization.

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.

Business Management Communication Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Direction and Strategy Negotiation and Influence Reach a common understanding/agreement, persuade others, resolve points of difference through a dialogue, negotiate mutually acceptable solutions and create ‘win-win’ situations.

Business direction and strategy System Thinking Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Digital Tech Literacy Ability to apply new digital tools or adapting their original use to create new insights, fresh perspectives or develop solutions; Understand the potential as well as the limitations of certain technological developments; being able to identify how technology can add value when it's used as a "means to an end".

Required Skills and Experience

Min. Education requirements

• Secondary Education is required. OR
• University Degree (Bachelor´s degree) in Public Administration, Economics, Soci