Administrative and Finance Assistant

Key Activities

 

The post-holder performs the duties below in the accordance with the legislation of the Republic of Belarus, in particular labour legislation of the Republic of Belarus, Administrative agreement between the Council of Europe and the Belarusian State University, as well as local acts of the Belarusian State University, including the fire safety requirements, safety rules and safe work practices and the Occupational safety and health management system adopted in the said University.

 

Under the authority of the Head of Information Point and for the sake of Administrative Assistance the post-holder:

 

  • organises reception / answers calls, receives visitors, assures a permanent presence in the Office of the Council of Europe Information point in Minsk;
  • provides secretariat and logistical assistance;
  • provides and maintains the records and information management of the Council of Europe Information point in Minsk;
  • organises and keeps documents of the Council of Europe Information point in Minsk and its files up to date;
  • establishes and maintains project’s central files (reports, outgoing and incoming correspondence, and others);
  • prepares draft correspondence and documents of the Council of Europe Information point in Minsk;
  • assists in the management of staff of the Council of Europe Information point in Minsk: keeps records of leave and informs Headquarters as required; keeps and updates staff regulations and office procedures; ensure that all staff of the Council of Europe Information point in Minsk are familiar with them;
  • advises and briefs on the Council of Europe Information point in Minsk functioning-related issues;
  • translates documents, laws, regulations, newspaper articles;
  • drafts press releases, statements, articles, summaries, etc. in journalistic style and on a wide variety of subjects covering all the relevant activities of the Council of Europe, including those of a technically difficult or politically sensitive nature; ensures that texts are clear, concise and convincing;
  • translates, supports and assists in distribution, and evaluation of specific communication products such as brochures, leaflets, posters and CD-ROMs;
  • supports and assists in preparation and distribution of appropriate materials or other documents in co-operation with the Directorate of Political Affairs and the Head of the Council of Europe Information point in Minsk;
  • supports and assists in organisation and conduct of information activities of the Council of Europe, competitions, exhibitions, movie screenings, including distribution and dissemination of information and promotional materials
  • supports and assists in providing media coverage of activities and events of the Council of Europe Information point in Minsk, including support to the Council of Europe-sponsored media productions in order to promote key issues
  • supports and assists in organisation and conducting of information activities of the Council of Europe, competitions, exhibitions, movie screenings, including distribution and dissemination of information and promotional materials;
  • provides interpretation during meetings if required;
  • provides arrangements connected with visits of the Council of Europe officials (accommodation, transfer, interpretation etc.);
  • provides secretarial and logistical assistance for international and national experts, and Council of Europe staff participating in the activities of the Council of Europe Information point in Minsk;
  • provides assistance and support for organisation and conducting of specifically coordinated events (seminars, conferences, round tables, lectures, etc.);
  • liaises with relevant institutions and other bodies with regard to implementation of activities of the Council of Europe Information point in Minsk;
  • follows the activities carried out by the relevant international organisations, other institutions and bodies and reports on developments relevant to the Council of Europe activities and policies;
  • follows up work or activities in progress;
  • informs the Head of the Council of Europe Information point in Minsk and relevant staff of the Belarusian State University and Council of Europe in case of problems, and advises on actions that should be taken to overcome the problems encountered;
  • drafts and formats correspondence, memos, documents, contract letters and financial arrangements in line with instructions and relevant procedures;
  • ensures the circulation of pertinent information and documents among the staff of the Council of Europe Information point in Minsk, relevant Belarusian State University and the Council of Europe staff;
  • manages the library resources of the Council of Europe Information point in Minsk and helps visitors and callers with information, maintains a database of all library resources, updates library resources, after consultation with the Head of the Council of Europe Information point in Minsk sends requests for the renewal of the library of the Council of Europe Information point in Minsk.

 

Under the authority of the Head of Information Point and for the sake of Finance Assistance the post-holder:

 

  • assists in ensuring budgetary follow-up of activities at every stage, in accordance with the legislation of the Republic of Belarus, Council of Europe regulations and donor requirements;
  • selects local service providers, negotiate contracts and provides conclusion of contracts, in accordance with the legislation of the Republic of Belarus, Council of Europe regulations and donor requirements;
  • prepares drafts of interim and final financial project reports according to the established procedure for evaluation of international technical assistance projects as approved by the Cabinet of Ministers of the Republic of Belarus as well as progress reports requested by the Council of Europe and donors;
  • coordinates services and goods procurement to provide proper functioning of the Council of Europe Information point in Minsk and implementation of its activities;
  • interacts with the Council of Europe Headquarters and the Ministry of Economy of the Republic of Belarus on funds transfer, budget revisions;
  • provides proper accounting to the project by controlling and supporting documents for payments and reviewing financial reports;
  • provides and verifies any other financial information and documentation as regards the activities implemented;
  • checks the regularity of the invoices presented for payment and the conformity of the file;
  • prepares the submission of financial support documents for final payment.

 

General duties:

  • contributes to the efficient functioning of the Council of Europe Information point in Minsk, in collaboration with the Head of the Council of Europe Information point in Minsk, relevant Belarusian State University and the Council of Europe staff;
  • reports regularly to the Head of the Council of Europe Information point in Minsk on duties in process of implementation and fulfilled duties;
  • where necessary, undertakes official journeys in connection with activities described above;
  • following consultations with the Head of the Council of Europe Information point in Minsk interacts with authorities for the sake of the project’s registration and on-going administration, in accordance with the Belarusian legislation;
  • immediately informs the Head of the Council of Europe Information point in Minsk about malfunctioning of equipment, safeguarding equipment, deterioration in health status, workplace accident, fire situation;
  • at all time keeps confidential all information acquired in the exercise of his / her duties, except for information to which he / she may be entitled or bound to disclose by force of law or where required to do so by regulatory agencies;
  • carries out other tasks as may be required connected to the functioning of the Council of Europe Information point in Minsk and implementations of its goal.