UNDP Jobs - 53216- re-advertised - Administrative and Finance Assista

re-advertised - Administrative and Finance Assistant “Landscape Approach to Management of Peatlands Aiming at Multiple Ecological Benefits”

Location :

Minsk, BELARUS

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

25-Feb-15 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

The initial assignment is for one year subject to further extension

Languages Required :

English Russian

Expected Duration of Assignment :

Project duration period is three years

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

PLEASE READ THE INFORMATION BELOW:

To apply for the vacancy kindly upload your CV or a filled in UNDP PERSONAL HISTORY FORM ;
This is a local position, therefore only citizens of the Republic of Belarus, Common Economic Space and others legally authorized to work in the country are eligible to apply;
The information about the Service Contract modality and the salary scale can be found at: TYPES OF UNDP CONTRACTS AND THEIR CONDITIONS, OFFERED BY THE UNDP OFFICE IN BELARUS

Organizational setting and background:

The project was designed to: promote a landscape approach to management of peatlands so as to conserve biodiversity, enhance carbon stocks, and secure multiple ecosystem services with demonstration in the Poozerie landscape. The project proposes an integrated approach to decision-making on peatland use that takes into account ecological as well as economic criteria, and considers carbon benefits that may be derived from participation in the voluntary and compliance markets, in addition to biodiversity, land degradation and SFM benefits. A National Strategy for Weatlands Management including a scheme for peatlands management will be developed as a consensus policy document and demonstrations of the restoration and sustainable use of peatlands will take place in a number of sites ranging from protected areas, to agricultural and forested peatlands. The existing MRV protocol for emission reductions from peatlands will be extended to agriculture and forestry biotopes. The Ministry of Natural Resources and Environmental Protection of Belarus is the project’s national executing agency (referred further in the text as Executing Agency), with the Ministries of Forestry, Agriculture and Food acting as a key partners.

In particular, the project will help achieve the following objectives:

Work out policy framework and strength institutional capacities for a landscape approach to peatlands management.
Introduce a landscape approach to conservation of peatlands through establishment a network of wetland PAs, buffer zones and corridors in the Poozerie landscape;
Promote sustainable use of peatlands in agriculture;
Restore approximately 2,027 ha of forest peatlands in the Poozerie landscape;
Enhance readiness of government for implementation of carbon projects in agricultural and forest peatlands

The Project is being implementing with the Global Environmental Facility (GEF) and UNDP financial support.

The Project is being implementing on the whole territory of the Republic of Belarus. Certain project activities have a regional focus. An integrated approach to the sustainable peatlands management, based on a combination of activities on conducting a broad information campaign and implementing concrete demonstration and pilot projects, will allow for achieving sustainability of project results.

The project is being implementing on the national execution modality. The Ministry of Environment acts as the Executing Entity for the project and is primarily responsible for general management of the project progress, effective utilization of the project resources, successful implementation of the project activities, sustainability of the achieved results, as well as reporting to the Belarusian government authorities.

For effective and timely project implementation in accordance with UNDP rules and procedures and taking into account consultations between UNDP and the Ministry of Environment, a Project Team was hired. The project team will comprise of the Project Manager, Scientific Coordinator, Public Relations Specialist, Administrative and Finance Specialist.

Duties and Responsibilities

Key function of the Administrative and Finance Assistant is to provide effective administrative and financial support services to the Project Team in accordance with respective UNDP and GEF procedures to ensure successful implementation of the project with delivery of all the intended outcomes and outputs in accordance with the Project Document within the approved budget, including such duties and responsibilities as:

1. Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results:

Full compliance with respective UNDP and GEF rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations;
Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

2. Ensure administration of budgets:

Implement the control mechanism for development projects through monitoring budgets preparation and modifications;
Contribute to preparation of periodic financial reports required by relevant national and/or donor procedures for project, donors, government and other parties involved in implementation and funding of activities;
Liaise with the UNDP Country Office to request funds transfer, verify financial reports, budget revisions, receipts of contributions.

3. Provide accounting and administrative support to the project:

Ensure proper control of the supporting documents for payments, review of financial reports for NEX advances and grants;
Interact with sub-recipient organizations of project funds in facilitation and preparation of the financial reports and other related documentation, directing and consulting of sub-recipients on proper reporting tools;
Ensure timely submission of expenditure reports to the UNDP Country Office and verify the accuracy of such reports;
Prepare and submit payment requests with proper support documentation to Administrative and Finance Services Officer;
Provide financial monitoring over project commitments and expenditures and assist the Project Manager in assuring proper project delivery;
Control the usage of non-expendable equipment (record keeping, drawing up regular inventories);
Perform cash custodian's duties being primarily responsible for project’s cash disbursements and maintain project’s petty cash book;
Ensure compliance with appropriate operational and financial closure procedures, subject to the incumbent's mandate and authority;
Prepare and submit travel documents in accordance with UNDP requirements;
Assist in procurement of services and goods under the project where appropriate;
Provide necessary administrative, financial and logistical support to project events, including among other workshops, seminars, working meetings and visits of national and international delegations (visa support, transportation, hotel accommodation etc.);
Prepare meetings of the Project Steering Committee (PSC) and further follow-up, and perform secretarial duties during PSC meetings;
Keep files of project documents and expert reports and ensure general circulation of documents;
Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
Provide translation of documents for/to English/Russian/Belarusian as required. Provide English/Russian/Belarusian interpretation during meetings on project related issues upon Project Manager request;
Draft project correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content.

4. Implement HR services such as:

Assist in preparation of draft job descriptions, vacancy announcements, compiling matrixes in consultation with Programme Manager for UNDP HR approval;
Assist in collection, preparation and submission of support documents for Service Contract (SC) and Individual Consultant (IC) recruitment, using UNDP recruitment system;
Maintain and monitor monthly and annual staff attendance records for CO review;
Keep regular contact with project experts and consultants to inform them about the project details and changes;
Under Project Manager’s coordination provide services for performance evaluation review of project personnel.

Other: Perform any other administrative and financial duties related to the project as requested by the Project Manager.

Competencies

Excellent financial management and budgeting skills;
Strong oral and written communication skills;
Ability to work effectively under pressure and meet deadlines in a fast-paced environment;
Initiative-taking and self-development skills;
Acts as a team player facilitating team work.

Required Skills and Experience

University degree in economics, finance, administration or management;
At least 2 years of relevant finance experience;
Relevant administrative experience;
Working knowledge of UNDP rules and regulations is a strong asset;
Previous experience in administering UNDP/GEF projects is a strong asset;
Fluency in written and spoken English, Russian and/or Belarusian.