Administrative and Finance Assistant,


Location : Minsk, BELARUS
Application Deadline :23-Jun-14 (Midnight New York, USA)
Additional Category :Sustainable Development and Poverty Reduction
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-Jul-2014
Duration of Initial Contract :1 year with a possibility of extension
Expected Duration of Assignment :1 year

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.

You  may submit either your CV or UNDP PERSONAL HISTORY FORM (P11) , which can be downloaded at the following link:UNDP Personal History Form

The Project “Support to Local Development in Belarus” is aimed at assisting government authorities, as well as self-governance and non-state organizations with improvement of good governance standards through a participatory approach and strengthened dialogue between the authorities, businesses, not-for-profit organizations and citizens. The Project will seek to consistently enhance the capacity of the said parties to jointly formulate local development priorities, design, implement and monitor local initiatives.

Overall goal of the project: Development of capacity, partnership and initiative in the Republic of Belarus in the field of management of social and economic development processes at the local level.

This goal will be achieved through addressing the following objectives: 
1.    Large-scale information and education campaign, first Contest of Local Initiatives.
2.    Strengthening of the capacity of local authorities and organizations in the field of ABD and project management.
3.    Development of ABD passports with the involvement of stakeholders.
4.    Practical implementation of ABD initiatives, analysis and dissemination of accumulated experience. 
5.    Effective project management. 
The Project will be implemented in four regions of the Republic of Belarus: Brest, Vitebsk, Gomel, and Mogilev regions.

The Project will foster raising community awareness of the ways and mechanisms of managing area-based development (ABD) based on broad stakeholder engagement and gaining experience in solving vital local-level problems, planning future development of respective settlements, and implementing relevant initiatives. Organization of study tours to foreign countries on area-based development, participatory planning and strengthening of public administration mechanisms will facilitate development of direct contacts between Belarusian project participants and a number of agencies and organizations from EU countries.   


Duties and Responsibilities

1.    Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results:
  • 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.    Ensure administration of budgets:
  •  Implement the control mechanism for development projects through monitoring budgets preparation and modifications;
  • 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 Administrative and Finance Services Officer (AFSO) to request funds transfer, verify financial reports, budget revisions, receipts of contributions.
3.    Provide accounting and administrative support to the project:
  • Ensure proper control of the supporting documents for payments, review of financial reports for NEX advances and grants;
  • Prepare the submission of payment requests with proper support documentation to AFSO;
  • Prepare and submit travel documents in accordance with UNDP requirements;
  • 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;
  • Provide necessary administrative, financial and logistical support to visits of foreign experts and delegations (visa support, transportation, hotel accommodation etc.);
  • Keep files of project documents and expert reports and ensure general circulation of documents;
  • Control the usage of non-expendable equipment (record keeping, drawing up regular inventories);
  • Draft project correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content;
  • Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
  • Provide English translation as required.
4.    Implement HR services such as:
  • Assist in preparation of draft job descriptions, vacancy announcements, compiling matrixes in consultation with Programme Manager for UNDP HR approval;
  • Assist in collection, preparation and submission of support documents for SC and SSA recruitment, using UNDP recruitment system;
  • Maintain and monitor monthly and annual staff attendance records for CO review;
  • Keep regular contact with project experts and consultants to inform them about the project details and changes
 
Other:
Perform any other administrative and financial duties related to the project as requested by the Project Manager.


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.


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/EU 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. Fluency in English and Russian.
Additional Considerations

ONLY BELARUS NATIONALS WILL BE CONSIDERED FOR THIS POSITION.


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.


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

© 2016 United Nations Development Programme