Administrative and Financial Associate

Background

The United Nations Development Programme (UNDP) is the UN’s global development network building collaboration with nations to expand people's choices, fostering a more equitable and sustainable future, and striving to realize the 2030 Agenda for Sustainable Development, where the Earth and people coexist harmoniously. According to the UNDP Strategic Plan 2022-2025, UNDP supports change in three main directions:
- Structural Transformation: Promoting green, inclusive, and digital transitions.
- Leaving No One Behind: Adopting a rights-based approach focused on empowerment, inclusion, equity, human agency, and human development.
- Building Resilience: Enhancing the capacity of countries and institutions to prevent, mitigate, and respond to crises, conflicts, natural disasters, climate change, and social and economic shocks.
UNDP has been actively involved in supporting various environmental projects in Belarus including those aimed at improving the livelihoods of local communities.
The project Safeguarding Forests of Belarus aims to enhance forest protection and resilience through effective community-based fire prevention and response measures. It will help to improve the effectiveness of fire prevention and response by enhancing prompt inspection and extinguishing capabilities, thereby reducing the escalation of small fires into larger ones.
The implementation of the project is aligned with the Outcome 2 of the UNDP Country Programme Document for Belarus 2021-2025 – “A significant contribution to climate action is made by 2025 through the introduction of key measures of climate change adaptation and mitigation”; and Output 2.4. “National emergency preparedness for major hazards strengthened, in line with regional factors and international environmental conventions.”

Duties and Responsibilities

1. Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results: 

• 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. 

2. 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;
• Liaise with the UNDP Country Office to request funds transfer, verify financial reports, budget revisions, receipts of contributions.

3. Provide accounting and administrative support to the project:

• Prepare and timely submit payment requests with proper support documentation to the UNDP Country Office;
• Preparation of documents set for vendor creation;
• Ensure timely submission of financial reports to the UNDP Country Office/donor/national partners and verify the accuracy of such reports;
• 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), inventories and materials; 
• Prepare and timely submit travel documents in accordance with UNDP requirements;
• 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.); 
• Assist in preparation of meetings of the Project Steering Committee (PSC) and further follow-up;
• Keep files of project documents and expert reports and ensure general circulation of documents; 
• Act on telephone inquiries, post and e-mail transmissions, and co-ordinate appointments;
• Provide translation of documents for/to English/Russian/Belarusian as required;
• 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.

4. Implement HR services such as:

• Assist in preparation of draft job descriptions, vacancy announcements; 
• Assist in collection, preparation and submission of supporting documents for hire (IC, PSA);
• Maintain and monitor monthly and annual attendance records for the project team;
• Keep regular contact with project experts and consultants to inform them about the project details and changes;
• Under the guidance of the Direct Supervisor provide services for performance evaluation review of project personnel.

5. Oher: 

• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization..

Competencies

Finance - Accounting (General) - Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations. 

Finance - Financial planning and budgeting - Ability to create and manage processes toachieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting.

Administration & Operations -Events management (including retreats, trainings and meetings) - Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. 

Administration & Operations - Travel policy and procedures - 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 

Administration & Operations - Inventory management - Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above 

Procurement - Procurement management - The ability to acquire goods, services or works from an outside external source 

Business Direction & Strategy - Systems Thinking - Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Required Skills and Experience

Education:

• Secondary education is required. 
• University degree (Bachelor’s degree) in Economics, Finance, Administration or Management or any other related field will be given due consideration, but is not a requirement.

Experience:

Minimum 6 years (with secondary education) or 3 years (with bachelor´s degree) of relevant finance experience is required.

Desired skills:

• Previous administrative experience in development or international projects is a strong asset
• Previous experience in UN system ia an assest
• Previous experience in procurement and in development/implementation of international technical assistance projects is an asset. 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.