Administrative Assistant/Interpreter at UNDP project - Minsk

The selected Administrative Assistant/Interpreter at project "Prevention and Treatment of HIV/AIDS in the Republic of Belarus-3" shall:

Assist Head of Grants Implementation Unit (GIU) and Senior HIV/AIDS Advisor in ensuring proper planning, management and reporting systems of the project;Provide assistance to the project personnel in preparing progress reports on project implementation and timely submission to stakeholders monthly, semi-annual and annual project reports to Local Fund Agents, the Global Fund, Ministry of Economics and to the Ministry of Health;Manage the process of recruitment of GIU staff, project consultants and temporary project personnel under Service and Individual Contracts in accordance with the UNDP rules and procedures:

- Assist the GIU personnel in development of terms of reference;

- Prepare vacancy announcements, keep track of status of vacancy announcements and initiate appropriate further actions to disseminate information about the post;

- Organize selection process for Service contract positions as well as selection of national and international consultants in accordance with UNDP rules and regulations;

- Act as Secretary of the Interview Panel (arrangement of an interview, preparation of a file of required documents for the interview, preparation of the Interview Panel Report);

- Ensure completeness of supporting documents for contracting;

- Coordinate timely completion of Service Evaluation by GIU personeel and ensure that contract extension is processed in due time ;

- Maintain and monitor staffing table for a variety of human resources activities: appointments, expiration of appointments and medical certificates, personal information. Review, monitor and follow up on contractual status of staff members and advise staff on their contract status and leave entitlements;

-Update list of  GIU contact information;

-Keep Attendance Records of the GIU personnel;

-Search for appropriate candidates in UNDP rosters for fulfillment of relevant tasks and follow-up with  hiring procedures;

- Develop  procurement plan for contracting experts and consultants and regularly update it;

- In coordination with Programme Coordinators monitor payments to experts and consultants, hired under individual contract. Monitor timely submission of reports and draft Performance evaluations accordingly;

- Hold induction trainings for new GIU staff including general contract conditions, office work and document workflow;

Make necessary travel arrangements for GIU and missions, assist in processing visas, tickets, accommodation, etc.;Receive telephone calls and re-direct them to project staff, process in-coming and out-going land, air, and express mail related to the GFATM projects;Perform general clerical duties including but not limited to: photocopying, faxing, mailing, and filing;Maintain hard copy and electronic filing systems such as personnel-related files and general project documentation (project documents, attachments to it, proposals to the Global Fund, GLC and similar documents);Draft project background materials for meetings and briefing sessions;Provide administrative and secretarial support in organization of periodic project meetings with UNDP, Ministry of Health and other partners and other activities within the project held in the country, i.e.: prepare invitations and monitors follow-up; make general administrative preparations; arrange hospitality as appropriate; take notes at meetings;Coordinate dissemination and exchange of project related information;Draft reports, correspondence, evaluations, justifications in both English and Russian as required within the scope of responsibility;Prepare translations of project related documents; act as translator/interpreter for  Grants Implementation Unit and for the meetings organized within the project;Monitor stock of various office supplies, stationary, spare parts and ensure timely replenishment of supplies;Support staff in assigned project based work;Provide support to GIU in requests for monitoring visits, security clearance;Coordinate and provide overall support to in-country international missions and experts in relation to implementation of the grants;Perform other tasks as assigned by the Head of GIU, Senior TB and HIV Advisors of the Grants Implementation Unit.

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