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National post - Project Assistant, Belgrade, Republic of Serbia


This post is non-rotational.


Post Type: SC (SB3)

Closing date: 15 February 2020 (5 PM NY time)

Duty Station: Belgrade, Republic of Serbia

Duration: One year, with possibility of extention subject to satisfactory performance and availability of funds.


Background Information

About the Position

The Project Assistant delivers quality services in administration, finance and HR, to the project needs, mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO.

The main areas of responsibility of the Project Assistant will be project support, administrative, financial, logistical and secretarial work within UNFPA Office, including COVID-19 context. S/he contributes to establishing and maintaining good working relationships with related counterparts from the Government, civil society representatives and all other related partners. The expected results have an impact on efficient, effective, transparent and accountable implementation of the CO work-plans.

Organizational Location

The Programme Assistant is located in Country Office (CO), and works under direct supervision of UNFPA Head of the Office and SRH and Youth Analyst and overall supervision by the UNFPA Country Director.

Job Purpose

Domestic violence and violence in intimate partner relations is a complex issue. The causes are large/plentiful in numbers, difficult in nature and slow to overcome. It demands a coordinated and comprehensive deployment of prevention, protection, prosecution and adequate policy measures all across the complex landscape of this phenomenon.

Integrated Response to Violence against Women and Girls in Serbia III is a joint project of the United Nations Country Team in Serbia and the Government of Serbia, headed by its Coordination Body for Gender Equality and implemented with the support of the Swedish government. The project builds upon the existing interventions and results undertaken by the Government of Serbia and the UN agencies, particularly the achievements of the joint project “Integrated Response to Violence against Women and Girls in Serbia II”. The project will integrate lessons learned and good practices to address sector-wide and multi-sectoral development challenges that require an integrated response from different partners. Due to the complexity of gender-based violence as the outcome of interaction among many factors at four levels— individual, relationship, community and society, the joint project of UN agencies and relevant national institutions, civil society organizations and media working at all levels – from national to community, proved to be a good practice contributing to changes and improvement of practices related to VaW and VaC. Together, state actors such as those in social protection, judiciary, police, education, health and youth with non-governmental organizations, the media and other actors at the national, provincial and local levels, are closing ranks to build a society intolerant to violence against women, an issue so uniquely detrimental to development.

Planned activities will require introducing and managing some new partnerships and expanding the existing ones. The project will be implemented using a three-tier approach reflected in the three key results, ensuring interconnection between the different levels to address the factors that put women and men at risk or protect them from experiencing or perpetrating violence:

Key result 1: Legal and institutional measures effectively address the complexity of domestic violence, intimate partner violence and gender-based violence.

Key Result 2: General and specialist service providers capacitated to effectively reduce the risks of repetition and escalation of domestic violence and deliver integrated service for protection of women and children survivors of violence.

Key result 3: Perception of gender-based violence and dominant gender norms changed and increased understanding of general public on violence against women and girls.

UNFPA together with its partners will directly contribute to achieving of the above key results 2 and 3.

In order to successfully implement activities, UNFPA is engaging a Project Assistant on Service Contract to support country office in implementing this Programme.

Under the supervision of the Head of Office, and guidance of the SRH and Youth Analyst, the Project Assistant provides programmatic support in the implementation of programme activities. This includes supporting the planning, management and monitoring of Programme activities, facilitating regular field missions, and managing relevant contractual matters. Project Assistant will be part of UNFPA CO team and will ensure that all activities implemented under this joint programme are delivered in line and contribute to UNFPA Country Programme Document 2021-2025. The Project Assistant will also work closely with project staff of other three UN Agencies implementing this programme, ie UNICEF, UNDP and UN Women, and will liaise as required with the Joint Programme Coordinator.


Organizational Setting


UNFPA is the lead UN agency for delivering a world where every pregancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA's new strategic plan (2018-2021) focuses on three transformative results: to end preventable maternal deatths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidated that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.


Main Tasks & Responsibilities


You Would Be Responsible For:

1. Project Management  Support:

Provide project and administrative support to the CO team and IP in the preparation of various project documents, such as, reports, work plans, budgets and proposals on project implementation arrangements;

Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the internal/external meetings;

Assists in the preparation of materials relevant to concept notes, project proposals and draft Terms of Reference for projects design;

Identify sources, and gather and compile data and information for the preparation of documents, guidelines, and other material as required;

Facilitates routine implementation of assigned projects: In coordination with national counterparts and project personnel assists in guiding routine implementation of assigned projects, assisting the delivery of project inputs, and ensuring participation of national counterparts in training activities and other project activities;

Assists in ensuring relevant project monitoring and follow-up by conducting field visits, participating in review meetings and evaluation missions, making work plan/budget revisions, applies mechanisms to systematically assess the achievement of results, and preparing regular inputs to status and progress reports. Analyzes basic factors affecting the achievement of results, recommends corrective actions and follows up on recommendations;

Provides logistical support to programme activities (project missions, study tours, trainings, conferences and workshops) including travel arrangements, accommodation, collecting supporting documents and organizing the venue;

Contribute to communication/advocacy efforts relevant for the project implementation, including the preparation of the marking of the relevant International Days (ie 16 Days of Activism against VaW, IWG);

Contribute to the work of the CO beyond the joint programme and participate in the work of various inter-agency coordination groups/bodies as agreed with the CO relevant to gender equality, SGBV, sexual and reproductive health.

2. Financial Management Support: 

Assists in the management of the project budget, monitoring expenditures, and preparing revisions according to the project needs;

Supports the monitoring of project finances by providing necessary financial information and analysis, including implementation rate against indicators/results. Detects potential over/ under expenditure problems and proposes remedial action.

3. Administrative Support to the Programme Unit:

Provide administrative support to the IP in implementing project activities organization of events, meetings and workshops, etc.

Develops tools and mechanisms for effective and efficient monitoring of project budget, coordinates compilation of financial data and provides accurate and up-dated financial information to Admin/Finance Associate on a continuous basis;

Support in procurement processes and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner. Contributes to the smooth running of the project/office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records;

Supports the administrative and financial reporting of IPs in line with segregation of duties as per internal policy and is instrumental in supporting implementation of activities under direct UNFPA execution and direct payments;

Collect Vendor Forms and relevant documents;

Support travel arrangements for the CO team, once the epidemic situation allows it.

4. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the trainings for the operations/ projects staff on programme;

Contributions to knowledge networks and communities of practice;

Contributes to the creation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the UNFPA Office and drafting relevant materials for dissemination.


Qualifications and Experience



Completed First level university degree.

Knowledge and Experience:

Professional level with a minimum of 5 years of experience in project assistance, administration, finance or office management. Experience with the topics relevant for this programme (ie gender quality, human rights, sexual/reproductive health, gender based violence) is an asset.

Work experience within the UN system is an asset.

Experience in partnering with government institutions and CSOs.

Work experience in administrative support of development programme/project is an advantage.

Experience in working in a computer environment using multiple office software packages.

Experience in working with ATLAS is an advantage.

Languages: Fluency in English and the local language (written/spoken) is required.


Required Competencies


Exemplifying integrity

Demonstrating commitment to UNFPA and the UN system

Embracing diversity in all its forms

Embracing change

Core Competencies:

Achieving 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 Competencies:

Results-based programme development and management – Contributes to achievement of results through primary research and analysis and effective monitoring of programme/ project implementation. Uses analytical skills to identify opportunities for project development and participates in formulation of proposals ensuring substantive rigour in the design and application of proven successful approaches.

Innovation and marketing of new approaches – enhances existing processes and products. Documents and analyzes innovative strategies, best practices and new approaches. Adapts quickly to change.

Leveraging the resources of partners/ Building strategic alliances and partnerships – Establishes, maintains and utilizes a broad network of contacts to keep abreast of developments and to share information. Analyzes selected materials for strengthening strategic alliances with partners and stakeholders.

Resource mobilization – Provides inputs to resource mobilization strategies analyzing and maintaining information and databases on donors and developing database of project profiles for presentation to donors.


UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.


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