Background

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest.

No telephone inquires will be entertained. Only short-listed candidates will be contacted

Please complete and attach the UNDP PERSONAL HISTORY FORM (P11) to your on-line application. It can be downloaded from UNDP Personal History Form

UNDP and the Global Environmental Facility (GEF) launch a new project in the area of energy efficiency “Improving energy efficiency in residential buildings in the Republic of Belarus”. The objective of the project is to reduce the energy consumption  and related GHG emissions with the focus on new residential buildings by introducing new performance based building design and construction standards with related energy certification scheme(s) and by ensuring their effective implementation and enforcement.

By this, the energy consumption of new buildings is sought to be cut by at least 70% compared to the existing building stock constructed before 1993 and by 40% compared to the buildings erected in accordance with the current construction norms and thermal standards in place. The project will support the i) strengthening of the legal and regulatory framework; ii) training of local experts and other key stakeholders; iii) construction of three EE demo buildings to test and gain practical experience on different EE solutions; and iv) related outreach and dissemination of the lesson learnt.
The Energy Efficiency Department under the State Committee on Standardization of Belarus is the project’s national executing agency (referred further in the text as Executing Agency), with the Ministry of Architecture and Construction of Belarus acting as a key partner.

Objective of the assignment:

The objective of this assignment is to provide effective administrative support services to  ensure implementation of the project with delivery of all the intended outcomes and outputs in accordance with the Project Document within the approved budget.

Duties and Responsibilities

The Administrative and Financial Assistant (AFA) will be based in Minsk and will work under the guidance and direct supervision of the Project Manager and provides administrative and financial support for the successful implementation of project activities aiming at the achievement of all the project results.

He/she promotes a client-oriented approach consistent with UNDP rules and regulations and works in close collaboration with the national partners, donors and project staff for resolving complex finance and administrative related issues. The AFA is responsible for all administrative (contractual, organizational and logistical) matters under the project and provides assistance to the Project Manager (PM) and other members of the project team in the implementation of day-to-day project activities. He/she is responsible for all accounting (disbursements, record-keeping, cash management) matters under the project. The AFA reports to the Project Manager and works in close cooperation with other members of the project team.

Please complete and attach the UNDP PERSONAL HISTORY FORM (P11) to your on-line application. It can be downloaded from UNDP Personal History Form


Summary of Key Functions:

1. Overall, provides all necessary support to the Project Team in the implementation of the project in accordance with the respective UNDP and GEF procedures.
2. Accounting and administrative support.
3. Provide financial monitoring and reporting.

Accounting and administrative support:

• Provide support in administrative and personnel issues to ensure the effective running of the project management unit;
• Assist Project Manager in drafting project correspondence and documents; prepare correspondence of administrative nature;
• Prepare draft job descriptions and vacancy announcements along with all the supporting documents for UNDP HR review;
• Assist in collection, preparation and submission of documents for IC recruitment using UNDP recruitment system;
• Provide maintenance and monitoring of staff monthly and annual attendance records for CO review;
• Under Project Manager’s coordination  provide services for performance evaluation review of project personnel;
• Assist Project Manager in responding to telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
• Provide proper accounting to the project by controlling the supporting documents for payments;
• Prepare and submit to UNDP CO payment requests ensuring the requests are supported with proper documentation;
• Prepare and submit travel documents to UNDP CO in accordance with UNDP requirements;
• Provide necessary financial and logistical support to project events, including among other workshops, seminars, working meeting and visits of international and national  experts and delegations (visa support, transportation, hotel accommodation etc.);
• Collect and keep files of project documents, expert reports and ensure general circulation of documents;
• Maintain the project’s disbursement ledger and journal;
• Provide translation of documents for/to English/Russian as required. Provides English/Russian interpretation during meetings on project related issues upon project manager request

Provide financial monitoring and reporting focusing on achievement of the following results:

• Provide financial support to ensure an effective running of the project management unit in compliance with UNDP and GEF rules, regulations and policies of financial activities, financial recording/reporting system;
• Provide financial monitoring over project commitments and expenditures, and assist the PM in assuring proper project delivery;
• Draft project budget revisions;
• Provide follow-up on audit recommendations;
• Implement effective internal controls and ensure proper functioning of a client-oriented financial resources management system;
• 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;
• Interact with UNDP CO to request funds transfer, verify financial reports, budget revisions;
• Control the usage of non-expendable equipment (record keeping, drawing up regular inventories);
• Assist in procurement of services and goods under the project;
• Edit reports and other documents for correctness of form and content in financial issues.

Competencies

• Self-development, initiative-taking;
• Acts as a team player and facilitating team work. Ability to work effectively under pressure;
• Outstanding organizational and administrative skills;
• Strong oral and written communication skills;
• Experienced computer user with focus on office software packages (MS Word, Excel, etc) with advanced knowledge of spreadsheet and database packages. Experience in handling of web based management systems is desirable.

Required Skills and Experience

• University degree in economics, finance, administration or management;
• At least 2 years of relevant finance/administrative  experience;
• Excellent finance and budgeting skills;
• 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 and Russian is mandatory, including the ability to draft, edit and finalize documents in English and in Russian.