UNDP Jobs - 53847- Administrative and Finance Assistant, project “Sup

Administrative and Finance Assistant, project “Supporting Implementation of the Management Plan of the National Landscape Reserve ‘Yelnya’”

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 :

it is a part time assignment

Languages Required :

English Russian

Expected Duration of Assignment :

1 year, no extension is envisaged

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:

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

The project “Supporting implementation of the Management Plan of the National Landscape Reserve ‘Yelnya’” (the “Project”) is developed in the scope of the global initiative “Every Drop Matters” which represents a partnership between the Coca-Cola Foundation and UNDP aimed at increasing access of population to safe drinking water and sanitation services, adaptation to climate change, improved water management as well as raising public awareness to promote sound water resources management.

The main objective of the Project is to ensure sustainable functioning of the unique Yelnya bog through implementation of practical activities of the Management Plan of the National Landscape Reserve ‘Yelnya’. This objective will be achieved by successful completion of the following Project components and tasks:

Optimization of the hydrological regime of the Yelnya bog and development of vegetation and water levels monitoring system to assess effectiveness of the project activities;
Raising public awareness on conservation value, regimes of protection and use and sustainable management of water resources in the country, as a whole, and in the National Landscape Reserve "Yelnya", in particular;
Establishing partnership and cooperation in the area of water protection and management and biodiversity conservation among stakeholders at the global, national and local levels.

The proposed Project activities will add to the ongoing efforts of UNDP and the Government of Belarus in the area of environmental protection and in sustainable management of the National Landscape Reserve ‘Yelnya’”.

The Project will be implemented on the territory of the Republic of Belarus whereas major project activities will cover Miory and Sharkovschina districts of Vitsiebsk Oblast’ where the National Landscape Reserve "Yelnya" is located.

The project will be implemented within the framework of the on-going UNDP-GEF project 00082884 "Landscape approach to management of peatlands aiming at multiple ecological benefits” (Peatlands-2) under the national execution modality. The Ministry of Natural Resources and Environmental Protection of the Republic of Belarus (the “Ministry of Environment”) will act as the executing entity of the project and will be responsible for general management of project progress, effective utilization of project resources and ensuring sustainability of achieved results. UNDP will be responsible for project delivery under the Project Document. To achieve the aforementioned project objective, UNDP will ensure necessary support and conditions for implementation of the project by the executing entity.

For effective and timely project implementation, a Project Implementation Unit comprising of the Administrative and Finance Assistant and Thematic Coordinator, and supervised by the Project Manager of "Peatlands-2" project, will be hired in accordance with UNDP rules and procedures and in consultations between UNDP and the Ministry of Environment.

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 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:

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

Full compliance with respective UNDP 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.

Ensure administration of budgets:

Implement the control mechanism of project development through monitoring budget 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.

Provide accounting and administrative support to the project:

Ensure proper control of the supporting documents for payments, review of financial reports for NEX advances;
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 and supporting documents 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 supervisor 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 supervisor's request;
Draft project correspondence and documents, finalize correspondence of administrative and financial nature, edit reports and other documents for correctness of form and content.

Implement HR services such as:

Assist in preparation of draft job descriptions, vacancy announcements, compiling matrixes in consultation with the Project Manager for UNDP HR approval;
Keep regular contact with project experts and consultants to inform them about the project details and changes.

Other: Performs any other administrative and financial duties related to the project as requested by the supervisor.

Competencies

University degree in economics, finance, administration or management;
At least 2 years of relevant finance experience. Administrative experience is a strong asset;
Excellent financial management and budgeting skills;
Working knowledge of UNDP rules and regulations is a strong asset;
Previous experience in administering UNDP projects is a strong asset;
Fluency in written and spoken English, Russian and/or Belarusian is mandatory, including the ability to draft, edit and finalize documents in English.

Required Skills and Experience

Initiative-taking and self-development skills;
Acts as a team player facilitating team work;
Strong oral and written communication skills;
Organizational and administrative skills. Ability to work effectively under pressure and meet deadlines in a fast-paced environment;
Computer literacy and advanced knowledge of office software packages (MS Word, Excel, etc.), spreadsheets, database packages and web based management systems.