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.
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. 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. 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. Implement HR services such as:This vacancy is archived.