Background
Since 2004 UNDP has been the Principal Recipient of GFATM financed grants. A special Grants Implementation Unit (GIU) was established to effectively manage grants processing. At the moment, GIU is implementing a total of four GFATM grants on HIV and TB that are aimed to reduce the two diseases’ burden in Belarus. Annual financial delivery under the four GFATM grants amounts to 13 mln. USD.
Being a Principal Recipient, UNDP is responsible for the financial and programmatic management of the GFATM grants as well as for the overall monitoring of the programme and supervision of the procurement of health and non-health products. In all areas of implementation, it provides capacity development services to sub-recipients and implementing partners.
Duties and Responsibilities
Objectives of the assignment:As a member of Grants Implementation Unit, Administrative Assistant/Interpreter, under the direct supervision of the Grants Manager will be responsible for general office support, HR-management as well as translation and interpretation of GFATM grants materials.
Administrative Assistant/Interpreter reports to the Grants Manager and works in coordination with GIU, UNDP HR Associate, UNDP Procurement Unit and in close contact with the relevant services of the UNDP office if required.
Specific Responsibilities
- Assist Grants Manager and grants implementation unit (GIU) in ensuring proper planning, management and reporting systems of the project;
- Provide assistance to the project personnel in preparing progress reports on project implementation and timely submission to stakeholders monthly, semi-annual and annual project reports to the LFA, the Global Fund, Ministry of Economics and to the Ministry of Health;
- Coordinate inputs for development of risk, issues and monitoring logs;
- Manage the process of recruitment of GIU staff, project consultants and temporary project personnel under Service and Individual Contracts in accordance with the UNDP rules and procedures:
- Assist the GIU personnel in TORs development;
- Prepare vacancy announcements, keep track of status of vacancy announcements and initiate appropriate actions;
- Support selection of national and international consultants and experts;
- Assist in preparation of the Desk Review;
- Draft and translate waivers for project personnel;
- Register applications;
- Act as Secretary of the Interview Panel (arrangement of the interview, preparation of a file of required documents for the interview, preparation of the Interview Panel Report and the Reference Check Report);
- Ensure completeness of the supporting documents for contracting;
- Prepare Personnel Action Forms;
- Coordinate timely completion of Service Evaluation and Contracts for GIU personnel;Maintain and monitor staff table for a variety of human resources activities: appointments, expiration of appointments and medical certificates, personal information. Review, monitor and follow up on contractual status of staff members and advise staff on their contract status;
- Update GIU contact information;
- Keep Attendance Records of SC holders;Search for appropriate candidates in UNDP rosters for fulfillment of relevant tasks and follow-up of hiring procedures;
- Develop IC procurement plan and regularly update it;
- In coordination with Programme Coordinators, monitor payments to Individual Consultants. Monitor timely submission of reports and draft Performance evaluations accordingly;
- Hold induction trainings for new GIU staff including general contract conditions, office work and document workflow;
- Make travel arrangements for GIU and missions, assist in processing visas, tickets, accommodation, etc.;
- Receive telephone calls and re-directs them to project staff, process in-coming and out-going land, air, and express mail related to the GFATM projects;
- Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing;
- Maintain hard copy and electronic filing systems such as personnel-related files and general project documentation (Project documents, attachments to it, applications to the Global Fund, GLC and similar documents);
- Draft project background materials for meetings and briefing sessions;
- Provide administrative and secretarial support in organization of periodic project meetings with UNDP, Ministry of Health and other partners and other activities within the project held in the country, i.e.: prepare invitations and monitors follow-up; make general administrative preparations; arrange hospitality as appropriate; take notes at meetings;
- Coordinate dissemination and exchange of project related information;
- Draft reports, correspondence, evaluations, justifications in both English and Russian as required within the scope of responsibility;
- Prepare translations of projects related documents; act as translator/interpreter for grants implementation unit and for the meetings organized within the project;
- Monitor stock of various office supplies, stationary, spare parts and ensure timely replenishment of supplies;
- Support staff in assigned project based work;
- Create and modify Vendors in Atlas;
- Provide support to GIU in requests for monitoring visits, security clearance;
- Coordinate and provides overall support to in-country international missions and experts in relation to implementation of the grants;
- Perform other tasks as assigned by the Grants Manager, Senior TB and HIV Advisors or Head of Business Unit of the Grants Implementation Unit.
Competencies
- Strong organizational and drafting skills;
- Strong computer and internet research skills;
- Flexibility and excellent interpersonal skills.
Required Skills and Experience
- University degree in linguistics, management, international relations or other related field;
- 3 years experience as an Interpreter/Assistant in international projects or organizations preferably in international environment;
- At least 3 years of experience in administrative work;
- Fluent English and Russian.