Administrative Assistant/Interpreter (GFATM GIU)


Location : Minsk, BELARUS
Application Deadline :18-Jan-11 (Midnight New York, USA)
Additional Category :HIV, Health and Development
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   Russian  
Starting Date :
(date when the selected candidate is expected to start)
01-Feb-2011
Duration of Initial Contract :12 months with a possibility of extension

Background

Since 2004 UNDP has been the Principal Recipient of GFATM financed grants. A special Grants Implementation Unit (GIU) was established to effectively manage grants processing. At the moment, GIU is implementing three GFATM grants on HIV and 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 grant 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. As a member of Grants Implementation Unit, Administrative Assistant/Interpreter, under the direct supervision of the Senior Advisor on HIV/AIDS will be responsible for providing administrative and programmatic assistance in office administration, HR-management, as well as translation and interpretation related to HIV grants in Belarus.The initial assignment is for 12 months subject to further extension based on annual performance evaluation.


Duties and Responsibilities

The incumbent will be based in Minsk, Belarus. He/she will work under direct supervision the Senior Advisor on HIV/AIDS and will be responsible for general office support, HR-management and translation/interpretation of project materials.

Specific responsibilities:

The selected Administrative Assistant/Interpreter shall:

  • Assist Senior Advisor on HIV/AIDS in ensuring proper planning, management and reporting;
  • Liaise with the relevant project staff and coordinates and provide assistance in preparing progress reports of project implementation and timely submission to stakeholders;
  • Manage the process of recruitment of PIU staff, project consultants and temporary project personnel in accordance with the UNDP rules and procedures:
  • Assists the GIU personnel in development of TORs;
  • Prepares vacancy announcements, keeps track of status of vacancy announcements and initiates appropriate actions;
  • Supports selection of national and international consultants and experts;
  • Assists in preparation of the Desk Review;
  • Drafts and translates waivers for project personnel;
  • Registers applications;
  • Acts as Secretary of the Interview Panel (arrangement of the interview, preparation of a file of required documents for the interview, preparation of the Interview Panel Report and the Reference Check Report);
  • Ensures completeness of the supporting documents for contracting;
  • Prepares Recruitment Requests;
  • Coordinates timely completion of the Service Evaluation and Contracts, Assets and Procurement Committee Forms for GIU personnel;
  • Maintains and monitors the staff table for a variety of human resources activities: appointments, retirements, expiration of appointments and medical certificates, personal information. Reviews, monitors and follows up on contractual status of staff members and advises staff on their contract status;
  • Keeps Attendance Records of SC holders. Advises staff on annual and sick leave entitlements.
  • Make travel arrangements for the GIU staff and missions, assist in processing visas, tickets, accommodation, etc.;
  • 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 monitor follow-up; make general administrative preparations; arranges 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 the GIU staff and for the meetings organized within the project;
  • Receive telephone calls and re-directs them to project staff, process in-coming and out-going land, air, and express mail related to the project;
  • Monitor stock of various office supplies, stationary, spare parts and ensure timely replenishment of supplies;
  • Perform other tasks as assigned by the Senior Advisor on HIV/AIDS, Grants Manager or Head of Business Unit of the Grants Implementation Unit.
 Administrative Assistant/Interpreter reports to the Senior Advisor on HIV/AIDS and works in coordination with GIU, UNDP HR Associate and in close contact with the relevant services of the UNDP office if required.


Competencies

  • Strong computer and internet research skills;
Corporate competencies:
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Remains calm, in control and good humored even under pressure.
     


Required Skills and Experience

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

Application procedures:
Applicants are requested to apply on-line

Information about the conditions of the service contract:

Applicants should:
  • Complete the form stating their interest in and qualifications for the position (in English);
  • Upload completed Personal History Form (PHF) in the required resume field. The PHF form can be downloaded from: http://un.by/vacancy/undp/form/

Responsible applicants will be shortlisted, and at least three applicants will gain a personal or telephone hearing.

Women are encouraged to apply. UNDP is non-smoking work environment.


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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