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 “Balkan Climate Adaptation Futures: A Regional Innovation Initiative for Resilience” project, financed by the Adaptation Fund and implemented by UNDP, aims to strengthen climate resilience across Bosnia and Herzegovina, Montenegro, North Macedonia, and Serbia by nurturing a pipeline of locally rooted, high-impact adaptation innovations. The project is part of the UNDP Istanbul Regional Hub’s Digital and Innovation Team portfolio, contributing to the team’s wider regional work on portfolio approaches, systems innovation, local-level green and digital transition, foresight, and impact acceleration. Through an open and competitive challenge process, the project will support innovators, civil society organizations, academic institutions, and local actors to develop, test, and scale solutions that address climate risks in agriculture, water, ecosystems, and urban systems. The initiative also fosters regional collaboration, knowledge exchange, and investment readiness, accelerating the uptake of transformative adaptation solutions across the Western Balkans.

The project will be anchored under the Adaptation Innovation Marketplace (AIM), leveraging its global platform to accelerate locally led adaptation innovations. AIM was launched in 2021 by the UNDP Administrator to overcome common barriers faced by local actors — notably limited access to finance, technical support, and visibility. Through AIM’s multi-partner network, the project will benefit from established mechanisms for sourcing promising adaptation solutions, providing tailored technical assistance, facilitating enterprise development support, and connecting innovators with potential investors and strategic partners. Aligning the Regional Project with AIM ensures coherence with international best practices in adaptation innovation and enhances opportunities for scaling successful solutions across the region.

To ensure the effective, transparent, and compliant management of the project's grant-making facility, UNDP seeks to recruit a Grants Associate. Based in the Regional Project Management Unit (PMU) in North Macedonia, the Grant Associate will provide dedicated operational and administrative support across the entire grant lifecycle for all participating countries.

Under the supervision of the Regional Project Manager, the Grants Associate will serve as the coordination focal point for the project's grant-making facility. Based in the Project Management Unit (PMU) in North Macedonia, the incumbent is responsible for ensuring the standardized, compliant, and efficient administration of the entire grant lifecycle across all participating countries (Bosnia and Herzegovina, Montenegro, North Macedonia and Serbia).

A key function of this role is to provide crucial guidance and coordination support to the National Coordinators and Project Associates in each country, ensuring that grant procedures are consistently applied. The Grant Associate will also work in close collaboration with relevant units within the UNDP Istanbul Regional Hub and other corporate teams to guarantee alignment with institutional policies and best practices. The Grant Associate will support the day-to-day implementation of the project, contributing to the timely delivery of activities, effective engagement with local partners, and accurate reporting in line with Adaptation Fund requirements and UNDP policies and procedures.

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP

Duties and Responsibilities

Under guidance and the direct supervision of the Regional Project Manager, the Grants Associate provides centralized administrative, operational, and monitoring support to the grant-making component of the Balkan Climate Adaptation Futures: A Regional Innovation Initiative for Resilience project, ensuring full compliance with UNDP policies and procedures and Adaptation Fund requirements.

Grant Evaluation and Selection Support:

• Ensure the successful execution and completion of the preliminary screening of all incoming grant applications across the participating countries, taking responsibility for the initial eligibility and compliance checks to establish a robust, accurate, and finalized long-list of potential grantees.
• Facilitate the technical evaluation and shortlisting processes, ensuring that evaluation committees at both the national and regional levels are equipped with standardized scoring matrices, complete application dossiers, and clear procedural guidance.
• Ensure the grant evaluation and selection framework strictly incorporates the selection criteria defined in close collaboration with Data and Performance Expert and project team, and collaborate closely with the Safeguards Expert and Gender Expert to verify that all necessary environmental, social, and gender safeguard policies are fully embedded in the assessment process.
• Consolidate evaluation results based on inputs provided by the national project teams and prepare comprehensive selection dossiers for the Project Board (or designated selection committee), including detailed summaries, scoring overviews, and risk assessments, to enable an informed, transparent, and evidence-based final selection of grantees.
• Support the execution of necessary due diligence and background checks on shortlisted candidates prior to final approval, ensuring all prospective grantees meet UNDP’s stringent partnership and financial criteria.
• Maintain a secure and organized digital repository of the entire evaluation process, ensuring that all scoring sheets, committee minutes, and final selection justifications are properly documented for audit and compliance purposes.
• Ensure that grant evaluation criteria and scoring matrixes' are aligned with the project’s results framework and include standardized performance indicators to enable aggregation and portfolio-level analysis.
• Work with the Data and Performance Analyst to ensure that all selected proposals include clearly defined indicators, baselines, and targets aligned with the project M&E framework
• Support the establishment of a structured evaluation dataset to enable analysis of application trends, selection rationale, and portfolio composition.

Ensure Grant Administration and Compliance Management:

• Serve as the PMU’s primary focal point for all grant administration procedures, ensuring standardized application of UNDP grant modalities (e.g., Low Value Grant Agreements, Innovation Challenge agreements etc.) across all participating countries.
• Support the preparation, processing, and issuance of formal grant agreements with selected grantees, ensuring strict compliance with appropriate UNDP grant modalities (such as Low Value Grant Agreements, Innovation Challenge agreements, etc.) and associated contracting procedures in line with UNDP rules and regulations
• Review draft grant agreements and supporting documentation prepared by the country teams for quality assurance, accuracy, and full compliance with corporate rules before they are finalized.
• Establish and manage a centralized database for the entire grant portfolio, tracking the status of all applications, agreements, disbursements, and reporting deadlines from across the region and conduct regular updates in the dashboard.
• Support verification of progress against milestones and indicators to inform disbursement decisions in coordination with the Data and Performance Analyst.
• Provide guidance and backstopping support to National Coordinators and Project Associates on all matters related to grant management policies and procedures; acting as the primary focal point and "go-to" resource for the Country Offices to address any questions, provide guidance, and resolve bottlenecks related to grant contracting.
• Process regional-level procurement and contracting actions related to the grant facility.
• Support the national teams in overseeing grant implementation by maintaining regular communication with grantees, organizing monitoring visits, and flagging any operational bottlenecks or delays in a timely manner.
• Assist in the collection, preliminary review, and consolidation of progress and financial reports from grantees, ensuring documentation is complete and accurate before final review by the National Coordinator.
• Work with the Data and Performance Analyst to align the grant management database with the project’s M&E system and dashboard to enable real-time tracking of results.

Support Grant Monitoring, Reporting, and Quality Assurance:

• Support the Regional Project Manager in the overall financial and results-based monitoring of the grant portfolio.
• Collect, consolidate, and conduct a preliminary review of all narrative and financial reports submitted by grantees from across the region with the inputs provided by the national project teams, includes tracking project milestones, facilitating the signing of grant agreements, and supporting the preparation of disbursement requests. Ensure they meet the M&E standards and reporting guidelines set by the PMU under the guidance received from the Data and Performance Expert.
• Systematically track the implementation of grantee activities against their workplans and budgets, flagging implementation challenges, risks, or delays to the Regional Project Manager.
• Monitor compliance with Adaptation Fund and UNDP Environmental and Social Safeguards (ESP) and gender mainstreaming policies within the grant portfolio, ensuring that data on gender, youth, and vulnerable groups is accurately collected and reported.
• Assist the Regional Project Manager in preparing consolidated progress reports on the grant facility for submission to the Adaptation Fund and internal UNDP oversight.
• Lead in tracking progress against the project results framework and ensure that all reported data is aligned with defined indicators in the project results framework, including sex-disaggregated and outcome-level data where applicable.
• Manage the day-to-day administration and oversight of awarded grants, bearing primary responsibility for ensuring that all grantees remain in strict compliance with UNDP policies, Adaptation Fund procedures, and their approved workplans.
• Work with the Data and Performance Analyst to track progress against indicators at output and outcome levels, ensuring alignment with donor reporting requirements.
• Support the generation of portfolio-level performance analysis, identifying trends, bottlenecks, and underperforming areas across countries and grants.

Ensure Coordination and Capacity Building Support and Facilitate Knowledge Sharing:

• Act as the primary operational liaison between the PMU and the national teams (National Coordinators) on all day-to-day grant-related matters, facilitating clear communication and efficient coordination.
• Contribute to project visibility and knowledge sharing by documenting regional lessons learned, success stories, and case studies from the grant portfolio, while simultaneously supporting the preparation of briefing notes, presentations, and strategic inputs tailored for management and external stakeholders.
• Support capacity-building of grantees and national teams on reporting standards, indicator tracking, and data quality requirements.
• Ensure that lessons learned and case studies are based on verified data and clearly linked to measurable results and outcomes.
• Work with the Data and Performance Analyst to identify recurring data gaps or reporting challenges and support corrective capacity-building interventions.
• Ensure systematic filing and maintenance of project documentation related to grant implementation and monitoring and impact results
• Provide logistical and administrative support for regional meetings of the grant evaluation committees and technical steering groups.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

Institutional Arrangement

The Grant Associate will report directly to the Regional Project Manager located within the Project Management Unit (PMU) in North Macedonia. The incumbent will be based in the UNDP office in Skopje, North Macedonia.

The Grant Associate will work in daily collaboration with the National Coordinators and Project Associates in the project’s implementing countries, providing support and ensuring regional coherence.

The incumbent will have access to information and systems necessary to perform assigned duties effectively. Regular coordination with the supervisor and national team is expected through meetings and ongoing communication.

Competencies

Core competencies:

• 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 and technical competencies:

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.
• Digital Awareness and Literacy
  • Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value.
  • Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends.
• Customer Satisfaction/Client Management
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests.
  • Ability to anticipate client’s upcoming needs and concerns.
• Communication
  • Ability to 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.
• Monitoring & Evaluation
  • Ability to systematically monitor results of strategies, programmes, and activities with a view to making sure that they are being implemented effectively;
  • Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming.
  • Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns.

Finance

• Budget management
  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Procurement

• Procurement management
  • The ability to acquire goods, services or works from an outside external source.

Required Skills and Experience

Education:

• Secondary education is required, or
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience:

• A minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of progressively responsible administrative or project experience is required.

Required skills:

• Direct experience in grants process management, administration, monitoring and reporting is required
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems, particularly advanced knowledge of spreadsheet and database packages.

Desired skills:

• Familiarity with UNDP’s grant and contracting modalities(including operational processes, implementation monitoring and reporting) is a distinct asset.
• Familiarity with the reporting, monitoring, and compliance requirements of international donors, particularly vertical climate funds (e.g., the Adaptation Fund, Green Climate Fund), is an asset.
• Demonstrated track record in the preparation of technical and financial reports, and accounts management of international projects is an asset.
• Prior experience with UNDP/UN agencies or other international organizations, particularly in a role involving financial and administrative compliance, is a asset.
• Experience working in a regional or multi-country project context is an advantage.
• Experience organizing exchange workshops and/or training activities at the national or international level is an asset.

Languages:

• Fluency in English and Macedonian is required.

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

Scam alert

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