Strengthening Governance and Financial Sustainability of the National Protected Area System in Ukraine

Terms of Reference

Post Title: Administrative and financial assistant

Duration: 4 years, full-time

Location: Based in Kiev; duty travel in Ukraine

Scope of assignment:

The Administrative and Financial Assistant provides assistance to the Project Coordinator in the implementation of day-to-day project activities. He/she is responsible for all administrative (contractual, organizational and logistical) and all accounting (disbursements, record-keeping, cash management) matters under the project.

Duties and responsibilities:

• Provide general administrative support to ensure the smooth running of the project management unit;
• Project logistical support to the Project Coordinator and project consultants in conducting different project activities (trainings, workshops, stakeholder consultations, arrangements of study tour, etc.);
• During the visits of foreign experts, bear the responsibility for their visa support, transportation, hotel accommodation etc;
• Organize control of budget expenditures by preparing payment documents, and compiling financial reports;
• Maintain the project’s disbursement ledger and journal;
• Keep files with project documents, expert reports;
• Control the usage non expendable equipment (record keeping, drawing up regular inventories);
• Keep regular contact with project experts and consultants to inform them about the project details and changes;
• Provide English translation as required;
• Draft correspondence and documents; finalize correspondence of administrative nature; edit reports and other documents for correctness of form and content;
• Arrange duty travel;
• Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
• Perform any other administrative/financial duties as requested by the Project Coordinator;
• Organize and coordinate the procurement of services and goods under the project;

Expected Results:

• Successful operation of project office

Qualifications and skills:

• University degree;
• Fluency in written and spoken English and Ukrainian/Russian;
• Outstanding time-management, organizational and inter-personal skills;
• At least 2-year experience in office administration, preferably within UNDP projects;
• Excellent computer literacy.

Terms and conditions for provision of the services:

• The Administrative and Financial Assistant reports to the Project Coordinator and works under his/her direct supervision;
• Citizen of Ukraine

The Administrative and Financial Assistant cannot be employed elsewhere during the entire course of the project.

All interested candidates should complete the UN PERSONAL HISTORY FORM* (P-11) and submit it to e-mail address: vacancies@undp.org.ua with reference to “Administrative and financial assistant (Strengthening Sustainability Progect)” in the subject line of the email. Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued. Two letters of recommendation will be requested from short-listed candidates.

Please mention the minimal salary level expected in your application/CV.

DEADLINE FOR APPLICATIONS IS 14 May 2008

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. We regret that we will not be able to acknowledge all unsolicited general applications for employment.

*Personal History Form can be downloaded fromhttp://www.un.kiev.ua/bc/jobs/

Ukraine