UNDP Jobs - 49329- Project Administrative and Financial Assistant, "N

Project Administrative and Financial Assistant, "NIP update, integration of POPs into national planning and promoting sound healthcare waste management in Kazakhstan", UNDP (only for Kazakhstan citizens)

Location :

Astana, KAZAKHSTAN

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

10-Sep-14 (Midnight New York, USA)

Post Level :

SB-2

Duration of Initial Contract :

12 months

Languages Required :

English Russian

Expected Duration of Assignment :

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

The objective of the project is to reduce the releases of unintentionally produced POPs and other globally harmful pollutants into the environment by promoting sound healthcare waste management in Kazakhstan, and to assist the country in implementing its relevant obligations under the Stockholm Convention. This will be accomplished through four (4) principal project’s components: Component 1: Stockholm Convention NIP update and improved institutional coordination on chemical MEAs (GEF finance - $375,000; co-finance - $6,528,275). Component 2: Overall mercury situation assessed and initial mercury reduction and containment plan formulated (GEF finance - US$200,000; co-finance - US$537,750). Component 3: Minimization of unintentional POPs and mercury releases in selected hospitals through demonstration of sound Health-care Waste Management approaches (GEF finance - US$2,500,000; co-finance - US$26,808,637). Component 4: Monitoring, learning, adaptive feedback, outreach, and evaluation. Across all components, the project will plan for information dissemination and awareness raising on key aspects of the project’s work.
The project duration is 4 years; an overall project budget is around of 38,412,758 and is financed through GEF, RK Ministry of Public health, RK Ministry of Environmental Protection, private sector and NGOs.

The project will collaborate with central authorities as well as waste treatment facilities, hospitals and smaller rural clinics within demonstration territories. The project will provide support for strengthening the implementation of international convention obligations and guidelines, and is expected to improved cross-sectoral governance for sound chemicals management at the national and local levels.

The Project Assistant will carry out day-to-day Project activities and work under the supervision of the Project Manager, supervised by Portfolio Manager of UNDP`s Energy and Environment Unit. The Project Implementation Unit will also consist of local consultants. The Unit will further be supported by UNDP staff working in the area of healthcare waste management.

Duties and Responsibilities

Summary of Key Functions:

- Budgetary and financial follow-up and coordination
- Administrative follow-up and coordination
- Organization of procurement processes
- Communications support

1. Procurement:
• Development of a procurement plan and monitoring of procurement for every year according to UNDP format;
• Collection and systematization of information on potential suppliers of services/goods;
• Ensuring tender selection of the supplier of services/goods in accordance with UNDP requirements and procedures;
• Preparation of motivations on the selected supplier of services/goods for consideration by the UNDP procurement committee;

2. Financial management of the project:
• Providing control and management of the overall project funds, including monitoring of project expenditures in accordance with the workplans and UNDP/ECHO procedures;
• Controlling the compliance with the teams on the financial management, etc: deadlines, formats, purchasing procedures, audits, transmission of documentary evidence, spending eligibility periods, etc
• Working out all financial documents to be transmitted to the donor in compliance with the specific directives of the latter: budgets, financial reports, descriptive comments on the main budgetary discrepancies, requests for amendments, audit arrangements, etc.
• Ensure full compliance of financial processes and financial records with UNDP rules, regulations, policies and strategies (Standard Operating Procedures, SOP), as well as with the Programme specific requirements (as communicated with the PM);
• Verify all payment requests, disbursement vouchers, cash receipt vouchers and other financial documents, when required;
• Preparation of e-requisitions, receipts and PO based vouchers;
• Maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
• Ensure timely corrective actions on unposted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers
• Preparation of budget revisions of the project, minimum once a year;
• Monitoring of project expenditures in accordance with the workplan and UNDP procedures;
• As necessary, preparation of cash advance requests and securing of reporting in accordance with UNDP procedures;

3. Administrative support:
• Support the Project Manager in monitoring the progress of the project activities, and in ensuring the compliance with applicable procedures
• Preparation of travel requests for the employees of the Project, National Partner and UNDP in accordance with UNDP specified order and format;
• Solution of organizational issues on reservation and acquisition of tickets etc.;
• Securing visa support, arrangement of transport and accommodation in a hotel and etc. during visits of foreign experts;
• Support in preparation of short-term contracts in accordance with UNDP requirements and procedures, exercising control over observation of contract terms and periods;
• Assistance to PM in keeping close contacts with the National Partner, UNDP, the project partners and other organizations by means of direct contacts, collection of information and proposals, registration of incoming and outgoing correspondence, preparation of draft letters and organization of meetings;
• Receive, screen, log and route incoming and outgoing correspondence and documents for the coming to the project, attach necessary background information and maintain a follow-up system;
• Keep directories of names, addresses and contact numbers of Government officials, international and national NGOs and other relevant organizations inside and outside Kazakhstan;
• Keeping of a catalogue of archive data, including all data on contracts, reports, etc., revision and updating of these in an established format for subsequent use;
• Development of a catalogue of materials on monitoring of the project and project activities (correspondence, reports, budget and financial expenses) in accordance with UNDP requirements;
• Organization (preparation, logistics, writing agendas and minutes) of workshops, meetings, appointments, delegations, field expeditions, etc.;
• Collect, compile and provide information when required as well as provide assistance and support to programme and administrative staff in preparation of different presentations, reports, programme profiles;
• Maintaining a staff attendance sheet
• Keeping an inventory list on separate experts with project equipment and their responsibility for it as well as monitoring of the equipment use;
• Preparation of unofficial translations and, as required, acting as an interpreter.
• Fulfillment of other tasks as required by the Project Manager and UNDP Programme staff.

4. Provide communications support, through the following functions:

• Prepares, drafts and/or inputs into both internal and external communication including follow-up reports, visibility actions, letters, daily situation reports, etc.
• Ensures that each type of report contains the necessary information and is delivered on time.
• Ensures that all communications and visibility materials adhere to UNDP/GEF guidelines
• Ensures that all presentations and briefings are clear, memorable and contain consistent messaging.
• Works effectively with other colleagues in the project teams and country offices to ensure that all written materials are quality checked.
• Designs and implements templates and systems to ensure timely and effective communication with external stakeholders.

Impact of Results

-Impact on the overall project efficiency in financial resources management contributes to success in implementation of project activities.
-Accurate analysis and presentation of financial information enhances UNDP credibility in use of financial resources and proper financial process management.
-Information provided facilitates decision making of the management.
-High-level and effective communication and positioning of the project in the country.
-Internal communication among project unit and programme is ensured.
-Partnership with media, development partners, NGO partners and government communication officers strengthened and capacity of national partners enhanced.

In addition, the Assistant is expected to support the Project Manager in coordinating activities between ongoing initiatives of UNDP, national counterparts and international organizations, allowing for synergies between projects in various fields but with similar objectives (such as those on climate risk management, sustainable natural resources management, community-based development and others).

Competencies

Corporate Competencies:

-Demonstrates integrity by modeling the UN’s values and ethical standards
-Promotes the vision, mission, and strategic goals of UNDP
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
-Treats all people fairly without favoritism

Professionalism:
-Solid knowledge of administrative and secretarial work; understanding of financial processes and accounting
-Good knowledge of computer and organizational technology.
-Ability to perform a broad range of activities related to workshop and meeting arrangements;
-Excellent writing and presentation skills for preparation of presentations and reports – in English and Russian;
-Ability to use information and communication technology as a tool and resource.

Development and Operational Effectiveness
-Excellent coordination skills to facilitate internal and external collaboration
-Builds strong relationships with stakeholders, focuses on impact and result and responds positively to feedback
-Consistently approaches work with energy and a positive, constructive attitude.
-Demonstrates openness to change and ability to manage complexities.
-Works effectively in a team and shows conflict resolution skills.
-Schedules activities to ensure optimum use of time and resources; monitors performance against development and other objectives and corrects deviations from the course.
-Identifies priority activities and assignments; adjusts priorities as required
-Ability to build and sustain effective partnerships with project stakeholders, UN Agencies and main constituents, advocate effectively, communicate sensitively across different constituencies.

Knowledge Management and Learning
-Ability to synthesize the lessons learnt and choose the best practices;
-Shares knowledge and experience and contributes to the achievement of the project development objectives.
-Promotes knowledge management in UNDP and a learning environment across projects and countries; through active participation and contribution to UNDP social and knowledge networks
-Demonstrates excellent oral and written communication skills.

Required Skills and Experience

Education:
At least Bachelor degree in any discipline (in the field of accounting, financial management or business administration etc.)

Experience:
At least 2 years of relevant work experience in administrative and/or financial support of office operating within international or foreign projects or organizations; must possess an excellent understanding of administrative and fiscal management and committed to producing timely and accurate reports and budgets.
Demonstrated proficiency in use of office equipment with computer literacy in Microsoft Office, spreadsheets and power point presentations, experience in financial management systems.
Knowledge of international organizations and/or UNDP requirements and procedures would be an asset.

Language Requirements:
Fluent spoken and written Russian and English.
Knowledge of Kazakh would be an asset.

!IMPORTANT INFORMATION

How to apply: Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button. Please ensure that you upload your UN Personal History Form-P11 (on the 2nd page of the application by selecting "UPLOAD RESUME" option).

Incomplete applications will not be given consideration. Please note that only short-listed applications will be contacted.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.