Administrative/Financial assistant (UNDP Project "Combat the negative effects of the Chernobyl disaster in Belarus")


Location : Minsk, BELARUS
Application Deadline :01-Apr-10 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   Russian  
Duration of Initial Contract :9 months (till 31/12/2010)

Background

The joint EC-UNDP Action“Combat the negative effects of the Chernobyl disaster in Belarus” is to be launched in 2009. The overall objective is to address the socio-economic difficulties in the Chernobyl-affected areas and support the most vulnerable layers of the population. 
The purposes of this Action are as follows:
to promote the enhancement of the livelihoods of rural residents in the Chernobyl-affected areas of Belarus through community mobilisation, development of participatory planning and improved social delivery, as well as through provision of economic development opportunities for the most vulnerable groups of local population.


Duties and Responsibilities

Administrative-financial assistant (AFA) under the guidance and direct supervision of the Administrative and Finance Service Officer (AFSO) provides execution of administrative, HR and financial services for the successful implementation of project activities and the achievement of planned project results. The AFA promotes a client-oriented approach consistent with UNDP rules and regulations. The AFA works in close collaboration with the national partners, donors and project staff for resolving complex finance-related and administrative issues and information delivery.
 
The AFA will be fulfilling the following duties:
  • support in administrative and HR issues
  • support in financial issues
  • Monitoring and reporting
  • Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
  1. full compliance with 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.
  2. Ensures administration of budgets focusing on achievement of the following results:
  3. Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications;
  4. Contributes 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;
  5. Interacts with Administrative and Finance Services Officer (AFSO) to request funds transfer, verify financial reports, budget revisions, receipts of contributions.
  • Provides accounting and administrative support to the project focusing on achievement of the following results:
  • Proper control of the supporting documents for payments, review of financial reports for NEX projects;
  • Preparation of submission to AFSO payment requests with proper support documentation;
  • Prepares and submits to AFSO travel documents in accordance with UNDP requirements;
  • Interaction with sub-recipient organizations in facilitation and preparation of the financial reports and other related documentation, directing and consulting of sub-recipients on proper reporting tools;
  • Provides necessary administrative, financial and logistical support to visits of foreign experts and delegations (visa support, transportation, hotel accommodation etc.);
  • Keeps files of project documents, expert reports and ensures general circulation of documents;
  • Controls the usage of non-expendable equipment (record keeping, drawing up regular inventories);
  • Drafts project correspondence and documents; finalizes correspondence of administrative and financial nature; edits reports and other documents for correctness of form and content;
  • Acts on telephone inquiries, fax, post and e-mail transmissions, and co-ordinates appointments;
  • Provides English translation as required.
Implements HR services focusing on achievement of the following results:
  1. Assist in preparation of draft job descriptions, vacancy announcements, compiling matrixes in consultation with Programme Manager for UNDP HR approval;
  2. Assist in collection, preparation and submission of support documents for SC and SSA recruitment, using UNDP recruitment system;
  3. Maintenance and monitoring of staff monthly and annual attendance records for CO review;
  4. With AFSO coordination of service evaluation review for project personnel with Programme Manager and submission of requests for contract extensions;
  5. Keeping regular contact with project experts and consultants to inform them about the project details and changes.
  • Ensures facilitation of knowledge building and knowledge sharing among other UNDP development projects focusing on achievement of the following results:
  1. Active participation in UNDP trainings, sharing of experience, lessons learnt and best practices in administrative and finance processes.
The AFA works under supervision of the AFSO.


Competencies

  • Experience in implementation of development project is desirable;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.


Required Skills and Experience

  • Secondary Education with specialized certification in Accounting and Finance;
  • University degree in management, economics, social sciences or related fields would be desirable;
  • At least 3 years of finance and administrative experience is required at the national or international level;
  • Fluency in English and Russian.
APPOINTMENT AGAINST THIS POST IS STRICTLY ON LOCAL BASIS. UNDP WILL ONLY CONSIDER APPLICATIONS FROM RESIDENTS OF BELARUS
 
Applicants are requested to apply on-line.
Applicants should submit:
  • Cover Letter stating their interest in and qualifications for the position (in English);
  • Recent CV (in English);
Responsible applicants will be short-listed, and at least three applicants will gain a personal, or telephone hearing.
Women are encouraged to apply. UNDP is non-smoking work environment.
Due to the large number of applicants for UNDP positions, UNDP regrets that it is unable to inform unsuccessful candidates about the outcome or status of the recruitment process.


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.


If you are experiencing difficulties with online job applications, please contact jobs.help@undp.org.

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