Administrative and Finance Assistant, LEED project


Location : Minsk, BELARUS
Application Deadline :22-Jan-13 (Midnight New York, USA)
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-2013
Duration of Initial Contract :one year, extendable

Background


Please read carefully the below information. Before you apply on-line, please download and fill in the P11 form (UNDP personal history form), that should be attached to your on-line application.

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.

Only the UNDP PERSONAL HISTORY FORM (P11) will be considered for screening of applications!  It can be downloaded at the following link:
UNDP Personal History Form


The UNDP starts implementation of the USAID’s Local Entrepreneurship and Economic Development Project (USAID/UNDP LEED).

The overall Project's goal is to strengthen the role of the private sector in the economies of Brest and Grodno regions and in the thriving tourism sector of the Republic of Belarus through achieving the following specific objectives:

  • Creating favorable environment for the ecotourism private sector development and  introduction of public-private partnership mechanisms into the sustainable local development strategies;
  • Strengthening capacity of private ecotourism stakeholders and business support organizations;
  • Establishing sustainable public dialogue, conducting information and education campaigns, promoting the region as an ecotourism destination. 


Duties and Responsibilities

The objective of the assignment is to provide administrative and finance support to the project staff members in Brest and Grodno regions (Local Task Coordinators, administrative assistances) and assistance to the Grant manager, Ecotourism Advisor, PR-Coordinator and Project Manager to ensure effective running of the project management unit.

Work Performed/or responsibilities:

The Admin&Finance Assistant (AFA) will be based in Minsk. Admin&Finance Assistant works under the guidance and direct supervision of the Project Manager and provides administrative and financial support for the successful implementation of project activities and the achievement of planned 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 Admin&Finance Assistant is responsible for all administrative (contractual, organizational and logistical) matters under the project and provides necessary assistance to Project staff members in Brest and Grodno regions and Minsk (Local Task Coordinators, administrative assistances, Grant manager, Ecotourism Advisor, PR-Coordinator and Project Manager) 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 Admin&Finance Assistant reports to the Project Manager and works in close cooperation with Local Task Coordinators and administrative assistants in the regional offices, Grant manager, Ecotourism Advisor, and PR/Event Coordinator.

Summary of Key Functions:

Overall, provides all necessary support to the Project Team in the implementation of the project in accordance with the UNDP procedures and USAID procedures, including financial-administrative aspects of the Local Initiatives’ implementation.

Accounting and administrative support:
  • Provide support in administrative issues to ensure the effective running of the project management unit;
  • Assist Project Manager in:
  • Drafting project correspondence and documents;
  • Prepare correspondence of administrative and financial nature according to UNDP/USAID procedures and requirements (e.g. annual work, financial and procurement plans);
  • Preparing draft job descriptions, vacancy announcements, compiling matrixes in consultation with Local Task Coordinators in Brest and Grodno regions, Grant manager, Ecotourism Advisor for UNDP HR approval;
  • Assisting in collection, preparation and submission of support documents for  national and international specialists (SC/IC)  recruitment following UNDP rules and procedures;
  • Keeping staff monthly and annual attendance records;
  • Under Project Manager’s coordination  providing services for performance evaluation review of project personnel.
Assistance to Project Manager and the Grant manager in:
  • Providing administrative and financial consultations to the recipients of funds supporting local initiatives for timely submitting of good quality financial reports, required by UNDP/USAID rules and procedures as well as national regulations (f.g. clearance of lists of goods and services through the Ministry of Economy), and assistance in preparation of the required reports, related to the local initiatives’ implementation;
  • Participate in grant monitoring visits to the project pilot regions and provide monitoring support to the Local Task Coordinator and Financial and Administrative Assistants;
  • Conduct telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments and meetings;
  • Provide proper accounting to the project by controlling the supporting documents for payments and reviewing financial reports from Local Task Coordinators in Brest and Grodno regions, Grant manager, Ecotourism Advisor, sub-contractors and sub-recipients;
  • Prepare and submit payment requests with proper support documentation to UNDP CO;
  • Edit reports and other documents for correctness of form and content in financial issues according to UNDP/USAID requirements;
  • Prepare and submit travel documents to UNDP CO in accordance with UNDP requirements (and USAID if required);
  • Provide necessary financial and logistical support to the PM and project consultants in conducting different project activities (training workshops, stakeholder consultations, arrangements of field visits, 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 English translation as required.
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/USAID rules, regulations and policies of financial activities, financial recording/reporting system;
  • Provide follow-up on audit recommendations (including USAID recommendations);
  • Implement effective internal controls and ensure proper functioning of a client-oriented financial resources management system due to the UNDP and USAID procedures;
  • 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 due to the UNDP and USAID procedures;
  • Interact with UNDP CO to request funds transfer, verify financial reports, budget revisions;
  • Provide financial monitoring over project commitments and expenditures, and assist the PM in assuring proper project delivery;
  • Control the usage of non-expendable equipment (record keeping, drawing up regular inventories);
  • Interact 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;
  • Draft documents for comprehensive evaluations in line with relevant UNDP/USAID and national procedures;
  • Draft project budget revisions;
  • Assist in procurement of services and goods under the project.


Competencies

  • Demonstrates corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acts as a team player and facilitating team work;
  • Outstanding analytical, organizational and administrative skills;
  • Remains calm, in control and good humoured even under pressure;
  • Demonstrates strong oral and written communication skills. 


Required Skills and Experience

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


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.


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