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Administrative and Finance Assistant (NPSA 5)

Minsk

  • Organization: UNDP - United Nations Development Programme
  • Location: Minsk
  • Grade: Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date:
Background
 
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.
 

The overall goal of the project is to enhance the emergency response capacity of the system of the Ministry of Emergency Situations of the Republic of Belarus in the context of unfavorable epidemiological and disaster situations.

 

The Project will significantly improve the capacity of the Ministry of Emergency Situations of the Republic of Belarus (MES) to effectively respond to consequences of COVID-19 epidemic in Belarus, and other similar epidemiological outbreaks in the future. Implementation of the project will enhance co-operation and coordination between regular health care system in Belarus (under the Ministry of Healthcare) and medical service of MES, which will be able to provide quick support on COVID-19 related cases, where necessary. The proposed approach will be especially important for areas where stationary health care system is limited.

 

Objective of the Assignment is to support the project in the overall administrative, financial and procurement management of the project. The Administrative and Finance Assistant will work under direct supervision of the Project Coordinator Associate and will be responsible for supporting the Project Coordinator Associate in meeting government obligations under the national implementation modality the project.

 

Duties and Responsibilities

Administrative and Finance Assistant will provide execution of administrative and financial services for the successful implementation of project activities and the achievement of planned project results. He/she is responsible for all accounting (disbursements, record-keeping, cash management) matters under the project. He/she will promote a client-oriented approach consistent with UNDP rules and regulations and works in close collaboration with the national partners and other key project partners, including international organizations, NGOs and legal entities, for resolving complex finance-related issues and information delivery.

  1. Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results:
  • Monitor project budgets and financial expenditures, ensuring full compliance with respective UNDP and donor rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations;
  • Advise all project counterparts on applicable financial procedures and ensure their proper implementation;
  • Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
  1. Ensure administration of budgets:
  • Implement the control mechanism through monitoring the budget lines and budget/funds balance, preparation of modifications as required;
  • Contribute to preparation of periodic plans and financial reports required by relevant UNDP, national and/or donor procedures for project, donors, government and other parties involved in implementation and funding of activities;
  • Assist in the preparation of payments requests for operational expenses, salaries, insurance, etc. against project budgets and work plans;
  • Maintain data on co-financing commitments to the Project;
  • Liaise with the UNDP Country Office to request funds transfer, verify financial reports, budget revisions, receipts of contributions
  • Work closely with financial counterparts on payment requests;
  • Collect, register and maintain all information on project activities;
  • Perform other duties as required.
  1. Provide accounting and administrative support to the project:
  • Ensure proper control of the supporting documents for payments;
  • Ensure timely submission of financial reports to the UNDP Country Office/donor/national partners and verify the accuracy of such reports;
  • Prepare and timely submit payment requests with proper support documentation to the UNDP Country Office;
  • Provide financial monitoring over project commitments and expenditures and assist the Project Manager in assuring proper project delivery;
  • Control the usage and proper accounting of non-expendable equipment (record keeping, drawing up regular inventories), records of project equipment inventories and materials;
  • Ensure compliance with appropriate operational and financial closure procedures, subject to the incumbent's mandate and authority;
  • Prepare and timely submit travel documents in accordance with UNDP requirements;
  • Assist in procurement of services and goods under the project where appropriate;
  • Advise all project counterparts on applicable administrative procedures and ensures their proper implementation;
  • Provide necessary administrative, financial and logistical support to project events, including among other workshops, seminars, working meetings, prepare agendas, write minutes from the meetings, arrange site visits and country visits of national and international delegations (visa support, transportation, hotel accommodation etc.);
  • Assist in preparation of meetings of the Project Board, write minutes from the meetings and assist in further follow-up;
  • Maintain a project filing system, 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;
  • Receive, screen and distribute correspondence and attach necessary background information;
  • Prepare routine correspondence and memoranda for Project Managers signature;
  • Draft project correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content as required.
  1. Implement HR services such as:
  • Assist in recruitment processes, including the preparation of draft job descriptions, vacancy announcements;
  • Assist in collection, preparation and submission of support documents for National Personnel Service Agreement (NPSA) and Individual Consultant (IC) recruitment,;
  • Maintain and monitor monthly and annual staff attendance records for UNDP Country Office review;
  • Keep regular contact with project experts and consultants to inform them about the project details and changes;
  • Under supervisor's coordination provide services for performance evaluation review of project personnel.
  1. Organization and management of procurement processes focusing on achievement of the following results:
  • Timely and due preparation of Procurement Action Plan (PAP) for the project, including PROMPT system maintenance for the Project, continuous monitoring of its implementation and update, preparation of reports on procurement progress as required;
  • Assist in quality research of local and international markets for goods and services required for project needs;
  • Assist in organization of the procurement processes in full compliance with UNDP rules and regulations for submission to the UNDP CO;
  • Organize procurement of services of local and international consultants and experts if necessary;
  • Assist in preparation of the relevant submissions to the Asset and Procurement Committee (CAP, RACP) as appropriate;
  • Ensures control over proper delivery of goods and services procured under the project to the beneficiaries of the project;
  • Communicate with the projects’ donor, stakeholders, and beneficiaries on the procurement issues;
  • Contract management and monitoring, including arrangement of shipments, check and receipt of shipments, executing customs formalities, monitoring of services/works executed by suppliers, etc.
  1. Other:

Perform any other administrative and financial duties related as requested by the Direct Supervisor.

4.      Institutional Arrangement

Administrative and Finance Assistant is based in Minsk and works under the guidance and direct supervision of the Project Coordinator Associate.

 
Competencies

Core competencies:

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Technical competencies:

  • Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations;
  • Ability to create and manage processes toachieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting;
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc;
  • Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters;
  • The ability to acquire goods, services or works from an outside external source;
  • Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations
 
Required Skills and Experience
 
Education:
  • Secondary education. Bachelor’s degree in one of the following fields:  economics, finance, administration or management or any other related field is desired but not a requirement.
  •  Fluency in Russian and English, knowledge of Belarusian is desired.

Experience:

  • 5 years (with secondary education) or 2 years (with Bachelor’s degree) of relevant financial management experience is required.
  • Previous relevant administrative experience, experience in procurement and in development/implementation of international technical assistance projects is asset.
Disclaimer
 
 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
 
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Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
 
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