UNDP Jobs - 50575- Administrative Assistant/Interpreter at UNDP proje

Administrative Assistant/Interpreter at UNDP project

Location :

Minsk, BELARUS

Type of Contract :

Service Contract

Starting Date :

03-Nov-2013

Application Deadline :

20-Oct-14 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

November 2014 – April 2015

Languages Required :

English Russian

Expected Duration of Assignment :

initial contract is for 6 months with possible extension

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 BEFORE APPLYING FOR THE JOB

This is the vacancy of Administrative Assistant/Interperter at project "Prevention and Treatment of HIV/AIDS in the Republic of Belarus-3":

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.
To apply for the vacancy kindly upload your CV or UNDP Personal history form. UNDP PERSONAL HISTORY FORM (P11) can be downloaded at the following link:UNDP PERSONAL HISTORY FORM
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

General background information:

Since 2004 United Nations Development Programme has been the Principal Recipient of grants of the Global Fund to Fights Aids Tuberculosis and Malaria (GFATM). A special Grants Implementation Unit (GIU) was established to effectively manage grants processing. At the moment, GIU is implementing a total of two consolidated GFATM grants on HIV and tuberculosis (TB) that are aimed to reduce the two diseases’ burden in Belarus. 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.

Objectives of the assignment:

As a member of Grants Implementation Unit, Administrative Assistant/Interpreter, under the direct supervision of the Senior HIV/AIDS Advisor will be responsible for general office support, translation and interpretation, perform general functions within the sphere of human resources:

Administrative Assistant/Interpreter reports to the Senior HIV/AIDS Advisor and works in coordination with the GIU, UNDP Human Resources Assistant, UNDP Procurement Unit and in close contact with the relevant services of the UNDP office if required.

Duties and Responsibilities

The selected Administrative Assistant/Interpreter at project "Prevention and Treatment of HIV/AIDS in the Republic of Belarus-3" shall:

Assist Head of Grants Implementation Unit (GIU) and Senior HIV/AIDS Advisor 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 Local Fund Agents, the Global Fund, Ministry of Economics and to the Ministry of Health;
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 development of terms of reference;

- Prepare vacancy announcements, keep track of status of vacancy announcements and initiate appropriate further actions to disseminate information about the post;

- Organize selection process for Service contract positions as well as selection of national and international consultants in accordance with UNDP rules and regulations;

- Act as Secretary of the Interview Panel (arrangement of an interview, preparation of a file of required documents for the interview, preparation of the Interview Panel Report);

- Ensure completeness of supporting documents for contracting;

- Coordinate timely completion of Service Evaluation by GIU personeel and ensure that contract extension is processed in due time ;

- Maintain and monitor staffing 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 and leave entitlements;

-Update list of GIU contact information;

-Keep Attendance Records of the GIU personnel;

-Search for appropriate candidates in UNDP rosters for fulfillment of relevant tasks and follow-up with hiring procedures;

- Develop procurement plan for contracting experts and consultants and regularly update it;

- In coordination with Programme Coordinators monitor payments to experts and consultants, hired under individual contract. 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 necessary travel arrangements for GIU and missions, assist in processing visas, tickets, accommodation, etc.;
Receive telephone calls and re-direct them to project staff, process in-coming and out-going land, air, and express mail related to the GFATM projects;
Perform general clerical duties including 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, proposals 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 project 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;
Provide support to GIU in requests for monitoring visits, security clearance;
Coordinate and provide overall support to in-country international missions and experts in relation to implementation of the grants;
Perform other tasks as assigned by the Head of GIU, Senior TB and HIV Advisors of the Grants Implementation Unit.

Competencies

Knowledge and understanding of administrative and secretarial best practices and procedures;
Excellent communication skills, ability to listen, adapt and explain;
Self-motivation and initiative taking;
Ability to establish, maintain effective working relationships with staff and clients;
Excellent drafting and translating/interpreting skills both in Russian and English;
Ability to plan, coordinate and organize workload while remaining aware of changing priorities and competing priorities and deadlines;
Strong computer and internet research skills.

Required Skills and Experience

University degree in linguistics, management, international relations or other related field;
At least 3 years experience as an Interpreter/Assistant;
At least 3 years of experience in administrative work;
Experience of work in international projects or organizations is an asset;
Fluent English and Russian.