Comprehensive Guide to the Administrative and Financial Associate Role at UNDP, Minsk, Belarus

March 20, 2025

11 minutes read

This job, Administrative and Financial Associate, is with the United Nations Development Programme (UNDP) in Minsk, Belarus. It is a full-time position under a National Personnel Service Agreement (NPSA-6) with an initial contract duration of one year, which may be extended. The role focuses on financial management, administration, budgeting, procurement, and HR support for a UNDP project related to forest protection and fire prevention in Belarus.

Key Responsibilities:http://UNDP Administrative and Financial Associate Job in Minsk, Belarus

1. Financial & Budget Administration

Ensure compliance with UNDP and donor financial policies.
Implement internal financial controls and procedures.
Monitor project budget and prepare financial reports.
Verify and process financial transactions, including payments, reimbursements, and transfers.
Ensure financial accuracy and documentation.

2. Accounting & Administrative Support

Prepare and submit financial reports to UNDP, donors, and national partners.
Process vendor registrations and payments.
Maintain financial records, inventory, and project assets.
Arrange logistics for project events, such as workshops, meetings, and travel.
Handle administrative duties such as emails, phone calls, and correspondence.

3. Human Resources (HR) Support

Assist in recruitment (job descriptions, vacancy announcements, contract processing).
Maintain and monitor attendance records of project staff.
Provide support for performance evaluations.

4. Procurement & Inventory Management

Manage procurement processes for goods and services needed for the project.
Ensure that all purchases follow UNDP procurement policies.
Monitor inventory of office equipment and project assets.

5. Event & Travel Management

Organize official travel, including visas, transportation, and accommodation.
Provide administrative and logistical support for conferences, meetings, and training sessions.

Skills & Qualifications Needed

Required:@vacancyspaces.com

Education:
- Secondary education (High School diploma) with 6 years of experience, OR
- Bachelor’s degree in Economics, Finance, Administration, or a related field with 3 years of experience.
Languages: Fluency in Russian/Belarusian and English.
Experience:
- Finance, administration, budgeting, accounting, HR, or procurement.

Desired (Preferred):

Experience working in international organizations or UN agencies.
Previous experience in procurement and technical assistance projects.
Knowledge of UNDP financial and administrative procedures.

Core Competencies

Attention to detail – Ensuring financial accuracy and compliance.
Problem-solving skills – Ability to handle financial and administrative challenges.
Organization & time management – Handling multiple tasks efficiently.
Communication skills – Engaging with team members, partners, and stakeholders.
Flexibility & adaptability – Working in a dynamic, international environment.

Why Apply?

Work with UNDP, a prestigious international organization.
Contribute to environmental protection and sustainable development in Belarus.
Gain valuable experience in finance, administration, HR, and procurement.
Opportunity for career growth and contract extension.

Would you like help with your application or resume?

Here’s an in-depth explanation of the Administrative and Financial Associate position with UNDP in Minsk, Belarus, covering all aspects of the role, including background, responsibilities, required skills, qualifications, and career benefits.

Detailed Job Description: Administrative and Financial Associate at UNDP, Minsk, Belarus

Introduction to UNDP and Its Mission

The United Nations Development Programme (UNDP) is one of the leading UN agencies dedicated to eradicating poverty, reducing inequalities, and fostering sustainable development worldwide. Through collaborative partnerships with governments, civil society organizations, and private sector entities, UNDP works to improve governance, environmental sustainability, and economic development.

In Belarus, UNDP focuses on key development areas, including climate action, disaster risk reduction, environmental sustainability, and economic resilience. As part of its efforts, UNDP has been actively supporting various environmental and forestry projects to safeguard natural resources and improve community livelihoods.

About the Project – Safeguarding Forests of Belarus

The Administrative and Financial Associate will work within a UNDP project that focuses on forest protection and fire prevention. This project aims to enhance community-based fire prevention and response measures, ensuring rapid detection and containment of fires to prevent environmental degradation.

This initiative aligns with Outcome 2 of the UNDP Country Programme Document for Belarus (2021-2025):

Climate action through adaptation and mitigation.
Strengthening national emergency preparedness.
Improving disaster risk reduction in line with international environmental standards.

The Administrative and Financial Associate will provide finance, accounting, human resources, logistics, procurement, and administrative support to ensure the project’s successful implementation.

Position Overview

Job Title: Administrative and Financial Associate

Agency: United Nations Development Programme (UNDP)
Location: Minsk, Belarus
Grade Level: NPSA-6 (National Personnel Service Agreement)
Contract Type: Full-time (1-year contract with the possibility of extension)
Posting Date: March 19, 2025
Application Deadline: March 31, 2025
Practice Area: Effectiveness (Finance & Administration)
Required Languages: Russian/Belarusian and English

The role requires strong financial management, administrative skills, attention to detail, and the ability to work in an international, multi-stakeholder environment.

Key Responsibilities and Duties

The Administrative and Financial Associate will be responsible for a broad range of administrative and financial tasks supporting project implementation.

1. Financial Management and Compliance

Ensure adherence to UNDP financial policies and donor regulations.
Maintain accurate and transparent financial records to ensure compliance with audits.
Implement internal financial controls, ensuring compliance with budgetary regulations.
Monitor budget lines, track expenditures, and suggest necessary budget modifications.
Provide timely and accurate financial reports for the UNDP Country Office, donors, and national stakeholders.
Support project audits, ensuring financial documentation is complete and accurate.
Assist in processing financial transactions, including payments, transfers, and reimbursements.

2. Budget Administration and Accounting

Oversee budget planning and forecasting, ensuring alignment with project goals.
Maintain an up-to-date ledger of all project-related expenditures.
Conduct monthly financial reconciliations and budget adjustments.
Assist in reviewing financial documents, invoices, and receipts for accuracy.
Ensure proper financial documentation for internal and external reporting.

3. Procurement and Logistics

Manage procurement processes, ensuring compliance with UNDP regulations.
Prepare procurement requests for goods and services required by the project.
Monitor inventory and assets, ensuring proper use and accountability.
Support procurement of office supplies, equipment, and services.
Liaise with vendors, contractors, and service providers for project-related purchases.

4. Administrative Support

Provide logistical support for meetings, workshops, and training events.
Arrange travel logistics, including visa applications, accommodations, and transportation.
Maintain filing systems, ensuring easy access to project-related documents.
Draft official correspondence, administrative reports, and project updates.
Handle communication with stakeholders, including partners, consultants, and donors.

5. Human Resource (HR) Management

Assist in recruitment processes, including:
- Drafting job descriptions and vacancy announcements.
- Screening applications and coordinating interviews.
- Preparing contracts for consultants, short-term staff, and external experts.
Maintain staff records, including attendance and leave management.
Coordinate performance evaluations and HR compliance for project staff.
Provide HR support for training, orientation, and professional development.

6. Event Coordination and Travel Arrangements

Organize workshops, training sessions, and high-level meetings.
Manage event logistics, including:
- Venue selection, catering, and technical support.
- Coordination with speakers, trainers, and participants.
- Handling travel arrangements for staff and visiting experts.
Ensure proper documentation and reporting for events.

7. Reporting and Documentation

Compile monthly, quarterly, and annual financial reports.
Maintain financial and administrative records for audits.
Prepare briefing materials and reports for UNDP Country Office, donors, and government counterparts.

Required Qualifications and Skills

Minimum Requirements:

Education:

High school diploma with 6 years of relevant experience, OR
Bachelor’s degree in Finance, Economics, Administration, or a related field with 3 years of relevant experience.

Work Experience:

Strong background in finance, administration, accounting, HR, or procurement.
Experience in budget monitoring, financial reporting, and compliance.
Proficiency in using financial management software and Excel.
Experience in organizing events, training sessions, and meetings.

Languages:

Fluency in Russian or Belarusian.
Good command of English (both written and spoken).

Preferred Qualifications (Not Mandatory but Beneficial):

Experience working in international organizations or the UN system.
Knowledge of UNDP financial policies, procurement procedures, and HR guidelines.
Previous experience in development projects, particularly in environmental sustainability.
Proficiency in ERP systems like Oracle, SAP, or similar financial management tools.

Key Competencies Required

Core Competencies:

Attention to Detail – Ensuring accuracy in financial documentation and reports.
Problem-Solving – Identifying and addressing financial or administrative challenges.
Time Management – Managing multiple deadlines efficiently.
Teamwork and Collaboration – Working with colleagues across different departments.
Adaptability – Ability to work in a dynamic, international environment.

Technical Competencies:

Accounting & Financial Reporting – Ability to handle financial transactions and audits.
Procurement Management – Understanding of purchasing and supplier selection processes.
Event and Travel Management – Organizing meetings, conferences, and travel logistics.
HR Administration – Handling recruitment, contracts, and personnel management.

Why Apply for This Job?

Work with UNDP, a prestigious global development organization.
Gain valuable experience in finance, HR, and administration within an international setting.
Contribute to environmental sustainability and disaster prevention efforts.
Develop professional skills through on-the-job learning and training opportunities.
Career growth opportunities, including potential contract extensions.

How to Apply

Candidates can apply via the UNDP Careers Portal before March 31, 2025. The selection process may include written tests, interviews, and reference checks.

Important Notes:

No application fees (Beware of recruitment scams).
UNDP promotes diversity, inclusion, and equal opportunities.
Multiple candidates may be selected for similar roles.

Would you like help with your resume, cover letter, or interview preparation for this job?

Sure! Below is an even more detailed breakdown of the Administrative and Financial Associate role, expanding on responsibilities, skills, career opportunities, and insights into UNDP’s work culture.

Administrative and Financial Associate at UNDP, Minsk, Belarus – Comprehensive Guide

Understanding the Role of UNDP in Belarus

The United Nations Development Programme (UNDP) is a global organization focused on poverty reduction, governance, and environmental sustainability. In Belarus, UNDP works closely with the government, private sector, and civil society to implement projects aimed at economic development, environmental protection, and improved governance structures.

One of its key focus areas in Belarus is climate change mitigation and disaster preparedness, including efforts to enhance forest protection and prevent wildfires. The project “Safeguarding Forests of Belarus” aligns with UNDP’s Strategic Plan (2022-2025), which emphasizes:

Sustainable environmental management.
Disaster risk reduction.
Capacity-building for national institutions.

As an Administrative and Financial Associate, you will play a critical role in supporting this initiative, ensuring smooth financial operations, effective budgeting, and compliance with UNDP policies.

A Day in the Life of an Administrative and Financial Associate

Understanding the day-to-day responsibilities of this role can help candidates determine if it’s the right fit for them. Here’s a look at what a typical day may include:

Morning: Financial Administration & Reporting

Reviewing the budget vs. expenditure report to track project spending.
Preparing financial reports for the UNDP Country Office and donors.
Processing invoices, payments, and fund transfers to ensure timely disbursement.
Checking the accuracy of project transactions and verifying supporting documentation.
Updating financial spreadsheets and ERP (Enterprise Resource Planning) systems.

Midday: Procurement & Logistics Management

Reviewing procurement requests for project equipment and services.
Coordinating with suppliers and service providers to finalize contracts.
Ensuring all procurement activities comply with UNDP’s policies and procedures.
Organizing travel arrangements for project staff and consultants.

Afternoon: HR and Administrative Tasks

Supporting the recruitment of new consultants or project staff.
Managing contract renewals and payroll processing.
Assisting with performance evaluation processes.
Organizing meetings, training sessions, and project events.
Ensuring compliance with audit recommendations.

End of the Day: Communication & Documentation

Responding to emails from project partners, donors, and UNDP headquarters.
Preparing reports or summaries for senior project managers.
Reviewing financial statements and flagging any discrepancies.
Updating the project’s database and documentation records.

Key Responsibilities Explained in Depth

Now, let’s take a deeper dive into each key responsibility:

1. Financial Management & Budgeting

This is one of the most critical functions of the role. The Administrative and Financial Associate will be responsible for:

Managing project funds in compliance with UNDP’s financial policies.
Tracking expenses to ensure the project stays within its budget.
Preparing financial forecasts to estimate future spending needs.
Liaising with the UNDP Country Office to secure funding and financial approvals.
Reconciling financial records with UNDP’s accounting system.
Ensuring all expenses are backed by proper documentation.

2. Procurement & Vendor Management

Procurement is essential in a project-focused environment. Duties include:

Reviewing procurement requests and obtaining approvals.
Selecting vendors and negotiating contracts in line with UNDP policies.
Managing the purchase of goods and services (e.g., office supplies, IT equipment, travel services).
Ensuring transparency and accountability in procurement processes.
Coordinating delivery schedules with suppliers.

3. Human Resources (HR) & Personnel Management

The role also includes HR-related responsibilities, such as:

Recruiting short-term consultants and support staff.
Drafting job descriptions and coordinating recruitment.
Managing employee contracts and processing renewals.
Maintaining attendance and leave records for the project team.
Supporting performance management processes.

4. Travel & Logistics Coordination

UNDP’s projects often involve fieldwork, requiring seamless travel coordination. Responsibilities include:

Booking flights and accommodations for staff and consultants.
Processing travel allowances and per diem payments.
Coordinating visa applications for international visitors.
Handling logistical arrangements for conferences and training sessions.

5. Event Planning & Stakeholder Coordination

As a key administrative figure, you will organize various events, including:

Training workshops for local communities on fire prevention.
Meetings with government officials to discuss project progress.
Public awareness campaigns about climate change and disaster preparedness.
Internal team-building and strategic planning sessions.

6. Reporting, Documentation & Compliance

Maintaining accurate records of project finances, contracts, and administrative documents.
Preparing reports for internal and external stakeholders.
Ensuring audit readiness by maintaining proper documentation.
Translating project documents between English, Russian, and Belarusian, if required.

Required Qualifications & Competencies

Education Requirements

Option 1: High school diploma + 6 years of relevant work experience.
Option 2: Bachelor’s degree (Economics, Finance, Administration, or related field) + 3 years of relevant experience.

Skills & Experience

Experience in finance, accounting, or administrative roles.
Familiarity with budgeting and financial reporting.
Knowledge of procurement and logistics management.
Ability to handle HR tasks such as recruitment and performance evaluation.
Strong organizational and problem-solving skills.
Fluency in English and Russian/Belarusian.

Preferred but Not Mandatory

Prior experience with UNDP or other international organizations.
Experience in managing environmental or forestry projects.
Knowledge of ERP financial management systems (e.g., Oracle, SAP).

Career Growth & Opportunities

This role can open up several career paths, including:

Promotion within UNDP – You could advance to Finance Officer, HR Manager, or Project Manager roles.
Transition into International Development – This role provides valuable experience for careers in international NGOs, UN agencies, and donor organizations.
Specialization in Finance or Procurement – If you have a strong background in finance, you could pursue higher positions in budget management, financial analysis, or procurement.
Project Management Opportunities – With experience in administration, you may qualify for Project Coordinator or Operations Manager roles.

Why Work for UNDP?

1. Meaningful Impact

Work on a globally significant project aimed at environmental protection and climate change mitigation.
Contribute to sustainable development goals (SDGs).

2. Professional Growth

Receive training and capacity-building support.
Gain experience in a multicultural and dynamic environment.

3. Competitive Salary & Benefits

Receive a salary based on the National Personnel Service Agreement (NPSA) scale.
Enjoy paid leave, health insurance, and social security benefits.

How to Apply

Visit the UNDP Careers Portal.
Search for Job ID: 25109.
Click “Apply Now” and submit your application before March 31, 2025.
Attach your resume, cover letter, and any supporting documents.
If shortlisted, expect an interview and possibly a written test.

Final Thoughts

The Administrative and Financial Associate position at UNDP Belarus is an excellent opportunity for finance and administrative professionals looking to contribute to global environmental efforts. The role offers career growth, international exposure, and a chance to work on impactful projects.

Would you like assistance with resume optimization, cover letter writing, or interview preparation? Let me know how I can help! 😊

March 20, 2025

11 minutes read