Administrative and Finance Assistant “Supporting the Transition to a Green Economy in the Republic of Belarus”


Location : Minsk, BELARUS
Application Deadline :11-Dec-14 (Midnight New York, USA)
Additional Category :Climate & Disaster Resilience
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   Russian  
Duration of Initial Contract :1 year
Expected Duration of Assignment :with possible extension up to three years

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.


Background

PLEASE READ THE INFORMATION BELOW:

General information about the Project:

One of the primary outcomes of the United Nations Conference on Sustainable Development or Rio +20 of 2012 has been announcement of green economy as a major target and means for sustainable development and poverty reduction.

Even though a green economy concept is still relatively new for Belarus, the country views green economy as an important tool for supporting sustainable development and environmental security and intends to take sustained action for greening the national economy. In accordance with the Environmental Strategy of the Republic of Belarus till 2025, the state environmental policy of Belarus is aimed at ensuring the citizens’ rights to healthy environment as a fundamental condition for sustainable social and economic development of the country. The National Strategy for Sustainable Socio-Economic Development of Belarus for up to 2020 is focused on social, economic and ecologic harmonization as the key elements in unified balanced “human – environment – economy” complex.

Financed by the EU and implemented by UNDP, the project “Supporting the Transition to a Green Economy in the Republic of Belarus” (the ‘Project’) will focus on further development and practical application of green economy principles in the country and will provide tangible support to the Government’s efforts in the field.

Overall goal of the project: Supporting the Republic of Belarus in generating green economic growth, including environmentally sustainable and economically feasible use of natural resources, promotion of green production and green consumption patterns, green jobs creation, changing target group’s behavior towards greater environmental sustainability.

This goal will be achieved through addressing the following objectives:

1. Expansion of public knowledge about the principles and ideas of green economy;

2. Development of green economy in the regions through implementation of pilot initiatives in waste management, water management, biodiversity conservation, ecotourism, creation of eco-info centres, etc.;

3. Creation of effective partnership and joint action mechanisms for NGOs, local administrations and businesses to implement economically feasible projects based on green growth ideas in such areas as waste management,  ecotourism, biodiversity conservation (aimed at conservation of bird species or fish, activities at wetlands, etc.), renewable energy promotion, etc.;

4. Effective project management. 

The Project is part of the EU Annual Action Programme (AAP) 2012 for Belarus and contributes to the delivery of its overall goals and objectives laid down in the financial agreement on the AAP implementation between the Government of the Republic of Belarus and the European Union.

The Project activities have been pre-defined in Components 2 and 3 of Section II of the EU AAP 2012, which envisages support to the Ministry of Natural Resources and Environmental Protection of the Republic of Belarus (‘Ministry of Environment’) in identifying and developing the main elements and mechanisms of sustainable environmental development (green economy), and include the following components - greening Belarusian economy: investments in natural, built, and human potential and strengthening environmental NGOs.

The Project will be implemented on the whole territory of the Republic of Belarus. Certain project activities have a regional focus and will also contribute to the promotion of green economy principles and ideas at the local level.

An integrated approach to the greening of the economy, based on a combination of activities on conducting a broad information campaign and implementing concrete demonstration and pilot projects, will allow for achieving sustainability of project results.

The project will be implemented in the national execution modality. The Ministry of Environment will act as the Executing Entity for the project and will be primarily responsible for general management of the project progress, effective utilization of the project resources, successful implementation of the project activities, sustainability of the achieved results, as well as reporting to the Belarusian government authorities.

UNDP will be responsible for the project delivery under the Contribution Agreement with the European Union. To achieve the aforementioned project outputs, UNDP will ensure necessary support and conditions for the implementation of the project by the Executing Entity.

For effective and timely project implementation in accordance with UNDP rules and procedures and taking into account consultations between UNDP, EU and the Ministry of Environment, a Project Team will be hired. The project team will comprise of the Project Manager, Thematic Coordinator for Initiatives, Public Relations Specialist, Administrative and Finance Specialist and two Procurement Specialists (six in total).


Duties and Responsibilities

Key function of the Administrative and Finance Assistant is to provide effective administrative and financial support services to the Project Team in accordance with respective UNDP and EU procedures to ensure successful implementation of the project with delivery of all the intended outcomes and outputs in accordance with the Project Document within the approved budget, including such duties and responsibilities as:

Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results:

  • Full compliance with respective UNDP and EU 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.

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;
  • Liaise with the UNDP Country Office to request funds transfer, verify financial reports, budget revisions, receipts of contributions.

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;
  • Interact with sub-recipient organizations of project funds in facilitation and preparation of the financial reports and other related documentation, directing and consulting of sub-recipients on proper reporting tools;
  • Ensure timely submission of expenditure reports to the UNDP Country Office and verify the accuracy of such reports;
  • Prepare and submit payment requests with proper support documentation to Administrative and Finance Services Officer;
  • Provide financial monitoring over project commitments and expenditures and assist the Project Manager in assuring proper project delivery;
  • Control the usage of non-expendable equipment (record keeping, drawing up regular inventories);
  • Perform cash custodian's duties being primarily responsible for project’s cash disbursements and maintain project’s petty cash book;
  • Ensure compliance with appropriate operational and financial closure procedures, subject to the incumbent's mandate and authority;
  • Prepare and submit travel documents in accordance with UNDP requirements;
  • Assist in procurement of services and goods under the project where appropriate;
  • Provide necessary administrative, financial and logistical support to project events, including among other workshops, seminars, working meetings and visits of national and international delegations (visa support, transportation, hotel accommodation etc.);
  • Prepare meetings of the Project Steering Committee (PSC) and further follow-up, and perform secretarial duties during PSC meetings;
  • Keep files of project documents and expert reports and ensure general circulation of documents;
  • Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
  • Provide translation of documents for/to English/Russian/Belarusian as required. Provide English/Russian/Belarusian interpretation during meetings on project related issues upon Project Manager request;
  • Draft project correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content.

Implement HR services such as:

  • Assist in preparation of draft job descriptions, vacancy announcements in consultation with the Programme Manager;
  • In coordination with the Country Office, provide services aimed at recruiting personnel for the project;
  • Collection, preparation and submission to the Country Office of all the necessary documentation  necessary for contract issuance;
  • Keep regular contact with project experts and consultants to inform them about the project details and changes;
  • Under Project Manager’s coordination provide services for performance evaluation review of project personnel;
  • Maintain and monitor monthly and annual staff attendance records and submit them to the Country Office;
  • Ensure timely preparation of documents needed for contract extension and submission them to the Country Office.

Other: Perform any other administrative and financial duties related to the project as requested by the Project Manager.

 


Competencies

  •  Excellent financial management and budgeting skills;
  • Strong oral and written communication skills;
  • Ability to work effectively under pressure and meet deadlines in a fast-paced environment;
  • Initiative-taking and self-development skills;
  • Acts as a team player facilitating team work.


Required Skills and Experience

  • University degree in economics, finance, administration, management or any other related field;
  • At least 2 years of relevant finance experience;
  • Relevant administrative experience;
  • 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, Russian and/or Belarusian.



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