UNDP Jobs - 29760- Administrative and Financial Assistant, Capacity B

Administrative and Financial Assistant, Capacity Building of SALW Stockpile Management and Security project

Location :

Minsk, BELARUS

Type of Contract :

Service Contract

Starting Date :

01-Jul-2012

Application Deadline :

15-May-12 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

6 months

Languages Required :

English Russian

Expected Duration of Assignment :

extendable

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.

Background

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest.

No telephone inquires will be entertained. Only short-listed candidates will be contacted

Only the UNDP PERSONAL HISTORY FORM (P11) will be considered for screening of applications! It can be downloaded from UNDP Personal History Form for IC / SC positions

Please do not send us CVs on your own format! Please use the UNDP P11 form.

The project aims at solving problems of secure storage and management at the Small Arms and Light Weapons (SALW) stockpiles. The project will enable the SALW stockpile management and security within Belarus to be at a level corresponding both to national requirements and to recommendations set out in the UN Integrated Disarmament Demobilization and Reintegration Standards (IDDRS) and the OSCE SALW Best Practice Guide ‘Stockpile Management and Security’. This initial project would be a major element in the development of such systems within the Belarus Ministry of Defense, and has the potential to provide methodologies for replication in other areas throughout the RBEC Region as part of the UNDP Knowledge Management process.

Duties and Responsibilities

Under the overall guidance of the UNDP Programme Officer and the direct supervision of the SALW Project Manager (PM), the Administrative and Financial Assistant will provide support services ensuring high quality, accuracy and consistency of work.

In supporting the effective day-to-day administrative and financial management of the SALW project, the Administrative and Financial Assistant will particularly be responsible for:

Assisting the PM in preparation of annual and quarterly work plans according to UNDP policies and procedures;
Receiving petty cash from UNDP Country Office and processing payments for the purchase of goods and services including through UNDP direct payment, whilst maintaining appropriate financial accounting records according to the UNDP financial procedures for directly managed projects;
Assisting the PM in preparation of narrative and periodical financial reports for the submission to UNDP, MoD and donors through the PM and UNDP Country Office;
Assisting the PM in preparing all requisite documents well before project related meetings take place, and preparing and circulating the meeting minutes documenting all the decisions taken, to the project partners;
Supporting edition, publication and distribution of documents produced by the Project Team;
Maintaining individual personnel files and monthly attendance records of the Project Team members, and completing other necessary tasks to ensure proper personnel management according to UNDP polices and procedures on human resource management;
Drafting high quality non-substantive correspondence for the PM, and ensuring follow-up;
Receiving, screening, logging and routing all correspondences, and maintaining proper archiving system of all project documents;
Assisting the Project Team in procurement of goods/services (market research, drafting pre-tender documents, participation in bidders evaluation, contracting, etc.;
Assisting periodical reviews, evaluation and project visits as necessary;
Assisting the Project Team with verbal and written translation upon request.
Undertaking other tasks within the project frame as assigned by PM

Competencies

Outstanding analytical, organizational and administrative skills;
Self-development, initiative-taking;
Demonstrating strong oral and written communication skills;
Creating synergies through self-control;
Safeguarding ethics and integrity; ability to work under pressure against strict deadlines;
Acting as a team player and facilitating team work.

Required Skills and Experience

Education:
University degree in Business Administration, Accounting, Linguistics, Economics,Public Relations or relevant

Experience:
At least 2-year experience in administrative and financial management;
Previous work experience in international projects implementation is an asset;
Familiarity with UNDP policies, processes and procedures is an asset;
Computer literacy, in particular experience with Microsoft Office products