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Administrative Assistant, project "Support to Economic Development at the Local Level in the Republic of Belarus"

Minsk

  • Organization: UNDP - United Nations Development Programme
  • Location: Minsk
  • Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Economics
    • Administrative support
    • Capacity Development
    • Project and Programme Management
    • LOCAL ECONOMIC DEVELOPMENT
  • Closing Date: Closed

Background

Project “Support to Economic Development at the Local Level in the Republic of Belarus” is focused on development of micro, small and medium-sized enterprises (SMEs) and enterprises aimed at addressing socially important issues (EASIs) in Belarusian regions. The objective of the project is to support economic initiative, competitiveness and innovation for inclusive development at the local level in the Republic of Belarus.

The project consists of three interrelated components:

  1. Development of long-term strategies at the local level, dealing with formulation of approaches and concrete activities aimed at increasing employment, in particular through participatory analysis of opportunities and bottlenecks for economic development in project districts; identification of existing issues and development of potential solutions and definition of the roles of all stakeholders;
  2. Building “eco-systems” to support economic activities, including measures to improve legislative framework and the stakeholders’ capacity with a focus on support to development of SMEs and EASIs;
  3. Providing access to new financial mechanisms at the local level to enable the development of SMEs and EASIs.

The project activities will contribute to the improvement of business environment and development of support infrastructure for SMEs and EASIs, including access to financial resources. They will also help to build positive public attitude toward entrepreneurial initiative of citizens and socially responsible activities.

Ministry of Economy of the Republic of Belarus is the project’s national Implementing Partner (referred further in the text as Implementing Partner.).

Duties and Responsibilities

Under the guidance and supervision of the Project Manager, Administrative Assistant ensures efficient administrative services in the project, works in close collaboration with the project and UNDP Country Office teams.

Summary of Key Functions:

  1. Provision of general administrative and logistical support to the project;
  2. Provision of HR and Procurement services;

Provision of general administrative and logistical support to the project:

  • Assists in drafting project correspondence and documents;
  • Receives telephone calls and re-directs them to project staff;
  • Makes necessary travel arrangements for project and missions (tickets, accommodation, security clearance etc.)
  • Maintains hard copy and electronic filing systems (personnel related files, in/outgoing correspondence, project related documentation);
  • Drafts project background materials for meetings and briefing sessions;
  • Provides administrative and logistical support in organization of periodic project meetings with partners and other activities within the project held in the country, i.e.: prepares invitations and follow-ups; makes general administrative preparations; arranges hospitality as appropriate; takes notes when required; coordinates dissemination and exchange of project related information;
  • Provides translation/interpretation from Russian into English and vice-verse when required;
  • Monitors stock of various office supplies, stationary, equipment and spare parts and ensures timely replenishment of supplies.


Provision of HR and Procurement services:

  • Provides support to the Project Manager in drafting job descriptions;
  • Under the guidance of UNDP HR and Procurement Units, administers recruitment processes for project personnel and individual consultants in accordance with UNDP policies and procedures;
  • Maintains the project staffing table and contact list;
  • Acts as leave monitor for the project personnel;
  • Monitors expiration of the contracts and timely follows up with the necessary actions related to contract extensions, separations;
  • Monitors timely submission of reports and performance evaluations for Individual Consultants, follows up with submission of the documents for payments when required;
  • Acts as focal point for on/off boarding of project personnel.
  • Undertakes any other actions related to the project as requested by the Supervisor.
     

Competencies

  • Job knowledge and technical expertise: knows and understands the job; has good knowledge of office software applications; provides excellent translation/interpretation;
  • Communication: ability to listen, adapt and transform clearly and precisely; ability to work in a team and maintain effective working relationships with the team and partners.
  • Delivery: takes responsibility for addressing situations within the scope of duties, performs tasks accurately and in an organized manner taking into consideration special assignments, deadlines, available resources; plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines.
     

Required Skills and Experience

  • University degree;
  • Minimum 2 years of relevant administrative work experience;  
  • Previous experience in providing logistical support for meetings, conferences, study tours is an asset;
  • Previous experience in international organizations is an asset;
  • Fluency in Russian and English is required; knowledge of Belarusian is an asset.
     

Disclaimer

Important applicant information

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

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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This vacancy is now closed.
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