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Administrative/Financial and Communications Specialist, UNDP/GEF project "Minamata Initial Assessment for Kazakhstan"

Nur-Sultan

  • Organization: UNDP - United Nations Development Programme
  • Location: Nur-Sultan
  • Grade: Administrative support - SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
    • Environment
    • Communication and Public Information
    • Agriculture and Forestry
    • Project and Programme Management
  • Closing Date: Closed

Background

The project aims to make initial steps in term of preparation of the Government of Kazakhstan for accession and fulfillment of obligations of the Minamata convention on mercury. This encompasses activities which include conducting an initial mercury assessment in the country, based on which the national requirements, specific obligations and further steps would be identified. Apart from this, national awareness and capacities would be built in parallel. This would lead to creation of an environment where national parties would have exact information on national circumstances in terms of mercury and lay baseline foundation for further action in order to sustainably continue with the implementation of the convention (once becoming a party of it). The changes with which the project would contribute to the national system would include compilation of official information and inventories and creating capacities within the existing system in order to appropriately deal with obligations brought on by the convention. This process will ensure that the results are imbedded within the national system as these activities are necessities of the government itself in order to comply with the international requirements.
 
No specific activities related to mercury has been supported in systematic and complex way in the past, except several projects, funded by international organizations, aimed to create a solid base for understanding the issue, as well as to improve the welfare of the population on local sites. Therefore, Kazakhstan would benefit significantly from a GEF project that would build capacity to address mercury priorities on national and local policy levels, as well as strengthen the entire sound management of chemicals system in the country.
 
The proposed EA and the project framework, including envisaged activities, are entirely in line with the GEF Initial Guidelines for Enabling Activities for the Minamata Convention on Mercury (GEF/C.45/Inf.05). By this, the project will contribute to the achievement of PFD/CPD Outcome 1.3 “Ecosystems and natural resources are protected and sustainably used, and human settlements are resilient to natural and manmade disasters and climate change” toward meeting of Goal No.2. “Sustainable human settlements, and natural resources management” of the UNDP Strategic Plan.
 
Although the project will be implemented under UNDP’s National Implementation Modality (NIM), responsible partner institution - the Мinistry of Energy of the Republic of Kazakhstan, specifically the Waste Management Department is highly committed to contribute to project implementation and generate ownership on planned activities and resulting outcomes.  Considering that the initial project activities include creation of an enabling environment for decision-making on the ratification of Minamata Convention, this will ensure pinpointing the responsible parties and identifying their roles in terms of implementation of Minamata Convention provisions. This process, greatly supported by the mainstreaming of the project findings throughout the relevant national policies, plans and regulatory frameworks, will not only ensure the lasting knowledge/capacity change within the target institutions, but shall have an awareness raising effect on other potential stakeholders directly or indirectly involved within the mercury use.
 
The current interventions in the sector are mostly indirectly related to the Minamata Convention through the implementation of the activities related to the Stockholm, Basel and Rotterdam Conventions, for which Kazakhstan serves as a party.  
 
The forming of the coordination/consultation mechanism, mainstreaming of findings through the policy and regulatory framework, and initial inventory of mercury will show the necessity for scaling up and future steps to be taken within this area; in order for the government to take a strategic approach with strong ownership in reducing risks and vulnerability of society and economy in terms of mercury use.

Duties and Responsibilities

Summary of Key Functions:
  • Budgetary and financial follow-up and coordination
  • Administrative follow-up and coordination
  • Organization of procurement processes
  • Communications support
 
1. Financial management of the project:
  • Providing control and management of the overall project funds, including monitoring of project expenditures in accordance with the workplans and UNDP/ECHO procedures;
  • Controlling the compliance with the teams on the financial management, etc: deadlines, formats, purchasing procedures, audits, transmission of documentary evidence, spending eligibility periods, etc
  • Working out all financial documents to be transmitted to the donor in compliance with the specific directives of the latter: budgets, financial reports, descriptive comments on the main budgetary discrepancies, requests for amendments, audit arrangements, etc. 
  • Ensure full compliance of financial processes and financial records with UNDP rules, regulations, policies and strategies (Standard Operating Procedures, SOP), as well as with the Programme specific requirements (as communicated with the PM);
  • Verify all payment requests, disbursement vouchers, cash receipt vouchers and other financial documents, when required;
  • Preparation of e-requisitions, receipts and PO based vouchers;
  • Maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
  • Ensure timely corrective actions on unposted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers
  • Preparation of budget revisions of the project, minimum once a year;
  • Monitoring of project expenditures in accordance with the workplan and UNDP procedures;
  • As necessary,  preparation of cash advance requests and securing of reporting in accordance with UNDP procedures;
 
2. Administrative support:
  • Support the Project Manager in monitoring the progress of the project activities, and in ensuring the compliance with applicable procedures
  • Preparation of travel requests for the employees of the Project, National Partner and UNDP in accordance with UNDP specified order and format;
  • Solution of organizational issues on reservation and acquisition of tickets etc.;
  • Securing visa support, arrangement of transport and accommodation in a hotel and etc. during visits of foreign experts; 
  • Support in preparation of short-term contracts in accordance with UNDP requirements and procedures, exercising control over observation of contract terms and periods;
  • Assistance to PM in keeping close contacts with the National Partner, UNDP, the project partners and other organizations by means of direct contacts, collection of information and proposals, registration of incoming and outgoing correspondence, preparation of draft letters and organization of meetings;
  • Receive, screen, log and route incoming and outgoing correspondence and documents for the coming to the project, attach necessary background information and maintain a follow-up system;
  • Keep directories of names, addresses and contact numbers of Government officials, international and national NGOs and other relevant organizations inside and outside Kazakhstan;
  • Keeping of a catalogue of archive data, including all data on contracts, reports, etc., revision and updating of these in an established format for subsequent use;
  • Development of a catalogue of materials on monitoring of the project and project activities (correspondence, reports, budget and financial expenses) in accordance with UNDP requirements;
  • Organization (preparation, logistics, writing agendas and minutes) of workshops, meetings, appointments, delegations, field expeditions, etc.;
  • Collect, compile and provide information when required as well as provide assistance and support to programme and administrative staff in preparation of different presentations, reports, programme profiles;
  • Maintaining a staff attendance sheet
  • Keeping an inventory list on separate experts with project equipment and their responsibility for it as well as monitoring of the equipment use; 
  • Preparation of unofficial translations and, as required, acting as an interpreter.
  • Fulfillment of other tasks as required by the Project Manager and UNDP Programme staff.
 
3. Procurement:
  • Development of a procurement plan and monitoring of procurement for every year according to UNDP format;
  • Collection and systematization of information on potential suppliers of services/goods;
  • Ensuring tender selection of the supplier of services/goods in accordance with UNDP requirements and procedures;
  • Preparation of motivations on the selected supplier of services/goods for consideration by the UNDP procurement committee;
 
4. Provide communications support, through the following functions: 
  • Prepares, drafts and/or inputs into both internal and external communication including follow-up reports, visibility actions, letters, daily situation reports, etc.
  • Ensures that each type of report contains the necessary information and is delivered on time.  
  • Ensures that all communications and visibility materials adhere to UNDP/GEF guidelines.
  • Ensures that all presentations and briefings are clear, memorable and contain consistent messaging.
  • Works effectively with other colleagues in the project teams and country offices to ensure that all written materials are quality checked. 
  • Designs and implements templates and systems to ensure timely and effective communication with external stakeholders.
  • Design of the awareness raising plan.
  • Implementation of awareness raising  activities.
  • Development of relevant publications.
  • Survey (pre and post testing) and analysis of scores.

Competencies

Corporate Competencies:
  • Demonstrates integrity by modeling the UN’s values and ethical standards
  • Promotes the vision, mission, and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Treats all people fairly without favoritism
Professionalism:
  • Solid knowledge of administrative and secretarial work; understanding of financial processes and accounting
  • Good knowledge of computer and organizational technology
  • Ability to perform a broad range of activities related to workshop and meeting arrangements
  • Excellent writing and presentation skills for preparation of presentations and reports – in English and Russian
  • Ability to use information and communication technology as a tool and resource.
Development and Operational Effectiveness:
  • Excellent coordination skills to facilitate internal and external collaboration
  • Builds strong relationships with stakeholders, focuses on impact and result and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude. 
  • Demonstrates openness to change and ability to manage complexities. 
  • Works effectively in a team and shows conflict resolution skills. 
  • Schedules activities to ensure optimum use of time and resources; monitors performance against development and other objectives and corrects deviations from the course.
  • Identifies priority activities and assignments; adjusts priorities as required 
  • Ability to build and sustain effective partnerships with project stakeholders, UN Agencies and main constituents, advocate effectively, communicate sensitively across different constituencies.
 
Knowledge Management and Learning
  • Ability to synthesize the lessons learnt and choose the best practices; 
  • Shares knowledge and experience and contributes to the achievement of the project development objectives.
  • Promotes knowledge management in UNDP and a learning environment across projects and countries; through active participation and contribution to UNDP social and knowledge networks
  • Demonstrates excellent oral and written communication skills.

Required Skills and Experience

Education:
  • At least Bachelor degree in any discipline (in the field of accounting, financial management or business administration or in public relations, communications or relevant field).
Experience:
  • At least 2 years of relevant work experience in administrative and/or financial support of office operating within international or foreign projects or organizations; must possess an excellent understanding of administrative and fiscal management and committed to producing timely and accurate reports and budgets. 
  • Proven experience as communications specialist. Experience in web design and content production is a plus. Experience in copywriting and editing. Excellent communication (oral and written) and presentation skills. 
  • Demonstrated proficiency in use of office equipment with computer literacy in Microsoft Office, spreadsheets and power point presentations, experience in financial management systems. Solid understanding of project management principles. Working knowledge of photo and video-editing software is an asset. Outstanding organizational and planning abilities.
  • Knowledge of international organizations and/or UNDP requirements and procedures would be an asset.
Language Requirements:
  • Fluent spoken and written Russian and English.
  • Knowledge of Kazakh would be an asset.

Disclaimer

NB! How to apply:

Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button. Incomplete applications will not be given consideration.

Please note that only short-listed applications will be contacted.

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.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

This vacancy is now closed.
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