Administrative and Finance Assistant, UNDP Project

The overall goal of the project "Civic Engagement in Environmental Monitoring and Improving Environmental Management at the Local Level" (Green Schools) is to stimulate efficient and inclusive environmental management through civic engagement in the development and implementation of measures aimed at improving the environment and monitoring of environmental risks, which includes sharing environmental information, in particular in the field of ambient air quality.
The project will be implemented in all six oblasts of Belarus and the city of Minsk. Environmental clubs will be established in all six oblasts and the city of Minsk with the participation of environmental civil society organizations (CSOs). Actions will be taken to expand the network of “green schools” involving the National Centre for Ecology and Local Studies, the Academy of Post-Graduate Education and environmental CSOs. Efforts will be made to engage the teaching staff of secondary schools of all 118 districts of the country in project activity, particularly, encourage their participation in trainings.
The strategy of project implementation is based on four main types of activities described as project components:

Component 1: Establishing/providing support to at least six environmental monitoring clubs/public environmental coordinating councils in the regions of Belarus (at least one in each oblast):
The Project will assist in the support of oblast-level and national public environmental coordinating councils in terms of engaging environmental CSOs and volunteers/community environmentalists for the monitoring of the violations of nature protection laws on a voluntary basis.
The support will be provided through training and provision of relevant teaching aids on the topic, conduct of workshops and trainings for volunteers/community environmentalists and environmental CSOs in each oblast and the city of Minsk with the support of the Committees of Natural Resources and Environmental Protection.
Opinion polls will be conducted at the beginning of the Project and when the Project will be drawing to its end to determine the extent of the public awareness of environmental problems.
The question of the establishment and further operation of environmental monitoring clubs in each oblast of Belarus and in the city of Minsk will be explored in the framework of the Project and respective proposals will be put forward.

Component 2: Involvement of at least three civil society organizations in the design of educational programmes, organization of education on environmental issues, and educational activity at minimum 70 “green schools” of the country:
The existing study guide for the “Green schools” elective course will be complemented with units on the monitoring of air quality and published. An additional short guide on “green schools” (methodological recommendations) with examples from existing schools will be developed and published for the schools that do not offer “green schools” elective courses and for environmental children's centres. As regards biodiversity conservation, the existing textbook for the elective course "Wildlife of Belarus" will be updated and published. It will be used by “green schools” for the study and conservation of local flora and fauna in school yards and around schools.
At least three CSOs will be selected on a competitive basis to train teaching staff as part of the "Green Schools" Project (biodiversity, waste, wise use of energy and water, public initiatives), and additionally on monitoring air quality. The experts will organize 28 regional three-day trainings for at least 280 teachers. The trainings will be conducted across Belarus, and teachers from any district will have an opportunity to participate.
The review and monitoring of at least 200 annual reports of “green schools” will be organized. The schools that have successfully completed the task to be granted the "Green School" status will receive certificates signed by the Minister of Education and the Minister of Natural Resources and Environmental Protection. The existing national website dedicated to “green schools”, which is currently maintained by Belarusian Pedagogical Society NGO, will be updated and supported. To motivate teachers and children from “green schools”, and to facilitate sharing of experience environmental camp sessions will be organized for them as part of the project at two national children's health-improving centres – “Zubryonok” and “Nadezhda”. The sessions will be conducted two years in a row during 12 days. At least 100 children from each of the seven regions will participate in these sessions and will study some methods of environmental monitoring and nature conservation.
The "Green Schools" Project will be adapted for implementation at kindergartens. Several pilot kindergartens will be selected, and their teaching staff will be trained. A model kindergarten will be furnished and organized at one of the preschools as part of the "Green Schools" Project.
The National Rehabilitation Centre for Children with Disabilities will become a pilot facility for testing the Green Schools approach in such type of educational institutions.

Component 3: Ensuring cooperation between at least 15 “green schools” and local bodies authorized , to perform environmental monitoring regarding data collection and management:
Nine resource centres for “green schools” will be established in Belarus to ensure support to “green schools” and to organize the monitoring of the environment with children participation. The national centre and six regional out-of-school environmental centres for schoolchildren will act as resource centres for Minsk and oblasts. Both all-season children's national health-improving centres “Zubryonok” and “Nadezhda” will also receive equipment for the resource centres. Resource centres will be furnished with sets of equipment for environmental monitoring, and their staff will be trained. The centres will promote the “Green schools” Project and provide consultations to schools.
Sixteen “green schools” including resource centres will be equipped to perform the basic monitoring of the quality of atmospheric air. Recommendations on using monitoring equipment for “green schools”, including for the interpretation of data and periodic reporting will be developed and published. The personnel of schools and pupils will be trained in the rules of using measuring instruments.
Besides, trainings will be organized to strengthen cooperation between “green schools” and divisions of Hydromet. A guide on environmental monitoring methods with a focus on air quality will be developed and disseminated as part of the project among “green schools”.

Component 4: Involving civil society organizations in regular consultations with government bodies responsible for environmental issues regarding such activity, and the operation of these CSOs as reliable partners in the implementation of relevant activities:
The experience of two Belarusian Aarhus centres as part of the Project will be analysed, and recommendations will be prepared to improve their efficiency. The centres will be furnished with the necessary equipment, furniture and materials, and consultations and training of personnel will be organized.
Information materials for the general public explaining the provisions of the Aarhus Convention and the relevant Belarusian laws will be developed, published and disseminated.
The Project will provide support to the local pilot initiatives of CSOs aiming at the wise use of natural resources, ecotourism, biodiversity conservation, waste management, improving the quality of atmospheric air, etc. by allocating grants in the amount between EUR 50,000 and 100,000.
In order to establish international relationships in the field of nature conservation and enhance the working capacity of Belarusian organizations (including CSOs) engaged in the monitoring of air quality and environmental education, their representatives will be offered an opportunity to participate in relevant international events, such as meetings of the Conference of the Parties to the Aarhus Convention and the Espoo Convention, meetings, etc. Besides, four study tours will be organized to EU countries to explore public participation in environmental monitoring and issues related to “green schools”.
In order to improve the efficiency of the Public Environmental Coordinating Council as a platform for discussing environmental policies, at least four meetings of the Council outside Minsk will be supported.
Support will be provided to the annual environmental forum organized by environmental CSOs and the National Ecoforum organized by the MNREP on a biannual basis to promote cooperation between Belarusian CSOs, central and local authorities.
The communication strategy will be developed at the beginning of the project. PR events will support the activities to contribute to the improvement of air quality such as cycling and public transport promotion and planting of trees.

 

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, if applicable;
• 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 UNDP CO;
• 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, compiling matrixes in consultation with Project Manager for UNDP HR approval;
• Assist in collection, preparation and submission of support documents for Service Contract (SC) and Individual Consultant (IC) 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;
• Under Project Manager’s coordination provide services for performance evaluation review of project personnel.

Performs General User’s role in ATLAS, subject to completion of IPSAS trainings (guidance to be provided by the UNDP at the beginning of the contract).

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

• Job knowledge and technical expertise: financial and budgeting skills; ability to manage complex data; monitor and analyze budgets; attentiveness to details;
• Delivery: ability to perform a variety of repetitive and routine tasks and duties related to finance; ability to handle a large volume of work possibly under time constraints; ability to organize and complete multiple tasks by establishing priorities;
• Communication: listens to develop awareness of client’s needs, respects difference of opinion, finds common ground to solve problems; demonstrates behaviors such as teamwork, maintaining relationships, recognizes potential blocks to completing tasks and seeks guidance from supervisors to address issues.
   

• 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;
• Working knowledge of written and spoken English, Russian and/or Belarusian.
   

Important applicant information

All posts in the SC categories are subject to local recruitment.

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