Terms of Reference for Financial Administrative assistant

TERMS OF REFERENCE

 

Project Title:                       “PCB-Free Electricity Distribution in Georgia”

GEF Project ID: 9227, GEF Agency Project ID: 150214

Executing Agency:             Regional Environmental Centre for the Caucasus (REC Caucasus)

Post Title:                            Financial Administrative assistant

Contract type:                     Service Agreement

Starting Date:                      April 1, 2018

Duration:                             1 year (April 1, 2018 – September 1, 2019) with possible extension

Duty Station:                      Tbilisi, Georgia

 

 

A. SUMMARY OF THE PROJECT

 

Background

The Georgian Government obtained a grant of US$ 3 910 000 from “GEF” through the UNIDO to finance the implementation of “PCB-Free Electricity Distribution in Georgia”  Project. The Project is implemented from January 2018  to January 2021 as the grant’s scheduled closing date. The Regional Environmental Centre of the Caucasus  is the executive agency and responsible for executive  this Project according to the Grant Agreement. The Objective of the Project is to assist Georgia to strengthen its technical and management capacity for minimizing exposure to POPs.

The Project consists of the following two key components:

Component 1: Legal, institutional and capacity strengthening

Activities under this Component are focused on the environmentally sound disposal of high risk stocks known and inventoried at time of project appraisal, and those that can be identified as high risk stocks through a first level risk assessment. These activities directly support the PDO in the safe packaging, removal, transportation and destruction of high-risk stocks of pesticides, in state-of-the-art facilities overseas, and will provide hands-on experience and expertise for sustainable management of such wastes. As part of the results agreement for this Project, one thousand tons of obsolete pesticides, including POPs pesticides disposed of in an environmentally sound manner.

Component 2: Management and disposal of equipment containing high concentration PCB oils

This component will support further identification of pure or high concentration PCB equipment through inspection in the Georgia electric power substation, as wells as transportation and disposal of 300 tons of PCB and associated equipment. The following strategy will be adopted:

• Pure PCB transformers and capacitors would be shipped abroad for disposal;
• Highly contaminated oil will be drained out and also shipped abroad for disposal;
• The carcasses of PCB highly contaminated PCB transformers will be decontaminated in Georgia with co-financing support under the technical assistance of the project, also in order to allow for the recycling of copper and steel which could bring a significant saving to the disposal activities.

Component 3: Technology transfer for long lasting PCB management capacity in the electricity distribution sector

This component will support detailed inventory of the PCB containing transformers in all industrial sectors. Procedures aimed at preventing the release of contaminated oil in the environment and the cross contamination of transformers during maintenance will be established. The of specific safety procedures to be adopted for PCB contaminated equipment in case of accident will be identified. A technology for the treatment of PCB oil and transformer will be identified and procured. Training on the use of the technology will be provided. Around 1000 tons of PCB oil will be treated by means of the technology procured. It is expected that the technology would be operated by a Georgian operating entity which will be in charge of the following:

Transportation of PCB contaminated electric equipment and oil and of decontaminated electric equipment and oil from-to the facility; trucks for the transportation shall be provided by the operating entity;

• Transportation of the PCB destruction equipment to the transformer site, when needed and only if the equipment provided is a mobile equipment;
• Safe storage of PCB contaminated equipment and oil pending treatment;
• Draining of PCB contaminated dielectric oil from transformers;
• Conduction of PCB destruction activity using the PCB destruction equipment;
• Regeneration of decontaminated oil to be used for retro filling transformers;
• Carrying out transformer refilling with PCB free regenerated oil

Component 4:  Monitoring and Evaluation

This component includes assessment of the impact of project activities including lessons learned.

 

The overall objective of the project is Ensuring sound PCB management in Georgian electricity distribution

network.

 

B. SCOPE OF work under this TOr

The Administration and Finance Assistant will be working under the full guidance of the Project Manager (PM) and the key tasks will include:

 

Administrative support

• Maintain work plans and budgets as well as off line financial status reports for the project work plans. Monitor and report on the implementation on a quarterly basis;
• Undertake all aspects of official travel requests and reports for Project Manager (PM) and other structures, in coordination with the PM and prepare travel authorization;
• Manage correspondence flow, ensuring prioritization, confidentiality and effective follow-up by PM and UNIDO;
• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information;
• Maintain leave and travel records;
• Draft routine correspondence.

 

Financial control and procurement 

• Support the procurement procedures in full compliance with Georgian legislation and  UNIDO/GEF regulations  fostering transparent, independent and competitive processes;
• Arrange for purchase and ensure timely and appropriate distribution office supplies. Oversee sufficient inventory;
• Prepare requisitions based on proper review of quotations for bids or proposals;
• Maintain a systematic record of procurement and financial information for audit and management oversight purposes.

 

C. QUALIFICATIONS AND EXPERIENCE

Qualifications

• The person suitable for this position should have the following qualifications:
• University Degree in areas of Administration, Finance;
• Specialized training in accounting and finance is desirable.
• A minimum of 5 years of administrative and financial/accounting experience preferably in a large or international corporation or organization;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
• Demonstrated ability in team management and collaboration.
• Fluency in spoken and written English is required;
• Computer literacy

 

D. Major outputs:

1. Time sheets  submitted on time and in the necessary detail;
2. Contribution to project operational updates (half yearly).
3. Supervise of project activity implementation by third parties.

 

E. PAYMENT MODE:

The payment will be done on the monthly basis based on the RECC Timesheets approved by project director.

 

In addition to the salary the Financial Administrative assistant will be paid a per diem, according to REC Caucasus and project established rates and procedures, to cover the cost of accommodation, meals and transportation during the field trips. Payment of per diems and reimbursement of expenses will be made only, if the travel has been approved by REC Caucasus. Payment will be made upon submission of an invoice supported by receipts.

 

Project Title:                       “PCB-Free Electricity Distribution in Georgia”

GEF Project ID: 9227, GEF Agency Project ID: 150214

Executing Agency:             Regional Environmental Centre for the Caucasus (REC Caucasus)

Post Title:                            Financial Administrative assistant

Contract type:                     Service Agreement

Starting Date:                      April 1, 2018

Duration:                             1 year (April 1, 2018 – September 1, 2019) with possible extension

Duty Station:                      Tbilisi, Georgia

 

 

A. SUMMARY OF THE PROJECT

 

Background

The Georgian Government obtained a grant of US$ 3 910 000 from “GEF” through the UNIDO to finance the implementation of “PCB-Free Electricity Distribution in Georgia”  Project. The Project is implemented from January 2018  to January 2021 as the grant’s scheduled closing date. The Regional Environmental Centre of the Caucasus  is the executive agency and responsible for executive  this Project according to the Grant Agreement. The Objective of the Project is to assist Georgia to strengthen its technical and management capacity for minimizing exposure to POPs.

The Project consists of the following two key components:

Component 1: Legal, institutional and capacity strengthening

Activities under this Component are focused on the environmentally sound disposal of high risk stocks known and inventoried at time of project appraisal, and those that can be identified as high risk stocks through a first level risk assessment. These activities directly support the PDO in the safe packaging, removal, transportation and destruction of high-risk stocks of pesticides, in state-of-the-art facilities overseas, and will provide hands-on experience and expertise for sustainable management of such wastes. As part of the results agreement for this Project, one thousand tons of obsolete pesticides, including POPs pesticides disposed of in an environmentally sound manner.

Component 2: Management and disposal of equipment containing high concentration PCB oils

This component will support further identification of pure or high concentration PCB equipment through inspection in the Georgia electric power substation, as wells as transportation and disposal of 300 tons of PCB and associated equipment. The following strategy will be adopted:

• Pure PCB transformers and capacitors would be shipped abroad for disposal;
• Highly contaminated oil will be drained out and also shipped abroad for disposal;
• The carcasses of PCB highly contaminated PCB transformers will be decontaminated in Georgia with co-financing support under the technical assistance of the project, also in order to allow for the recycling of copper and steel which could bring a significant saving to the disposal activities.

Component 3: Technology transfer for long lasting PCB management capacity in the electricity distribution sector

This component will support detailed inventory of the PCB containing transformers in all industrial sectors. Procedures aimed at preventing the release of contaminated oil in the environment and the cross contamination of transformers during maintenance will be established. The of specific safety procedures to be adopted for PCB contaminated equipment in case of accident will be identified. A technology for the treatment of PCB oil and transformer will be identified and procured. Training on the use of the technology will be provided. Around 1000 tons of PCB oil will be treated by means of the technology procured. It is expected that the technology would be operated by a Georgian operating entity which will be in charge of the following:

Transportation of PCB contaminated electric equipment and oil and of decontaminated electric equipment and oil from-to the facility; trucks for the transportation shall be provided by the operating entity;

• Transportation of the PCB destruction equipment to the transformer site, when needed and only if the equipment provided is a mobile equipment;
• Safe storage of PCB contaminated equipment and oil pending treatment;
• Draining of PCB contaminated dielectric oil from transformers;
• Conduction of PCB destruction activity using the PCB destruction equipment;
• Regeneration of decontaminated oil to be used for retro filling transformers;
• Carrying out transformer refilling with PCB free regenerated oil

Component 4:  Monitoring and Evaluation

This component includes assessment of the impact of project activities including lessons learned.

 

The overall objective of the project is Ensuring sound PCB management in Georgian electricity distribution

network.

 

B. SCOPE OF work under this TOr

The Administration and Finance Assistant will be working under the full guidance of the Project Manager (PM) and the key tasks will include:

 

Administrative support

• Maintain work plans and budgets as well as off line financial status reports for the project work plans. Monitor and report on the implementation on a quarterly basis;
• Undertake all aspects of official travel requests and reports for Project Manager (PM) and other structures, in coordination with the PM and prepare travel authorization;
• Manage correspondence flow, ensuring prioritization, confidentiality and effective follow-up by PM and UNIDO;
• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information;
• Maintain leave and travel records;
• Draft routine correspondence.

 

Financial control and procurement 

• Support the procurement procedures in full compliance with Georgian legislation and  UNIDO/GEF regulations  fostering transparent, independent and competitive processes;
• Arrange for purchase and ensure timely and appropriate distribution office supplies. Oversee sufficient inventory;
• Prepare requisitions based on proper review of quotations for bids or proposals;
• Maintain a systematic record of procurement and financial information for audit and management oversight purposes.

 

C. QUALIFICATIONS AND EXPERIENCE

Qualifications

• The person suitable for this position should have the following qualifications:
• University Degree in areas of Administration, Finance;
• Specialized training in accounting and finance is desirable.
• A minimum of 5 years of administrative and financial/accounting experience preferably in a large or international corporation or organization;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
• Demonstrated ability in team management and collaboration.
• Fluency in spoken and written English is required;
• Computer literacy

 

D. Major outputs:

1. Time sheets  submitted on time and in the necessary detail;
2. Contribution to project operational updates (half yearly).
3. Supervise of project activity implementation by third parties.

 

E. PAYMENT MODE:

The payment will be done on the monthly basis based on the RECC Timesheets approved by project director.

 

In addition to the salary the Financial Administrative assistant will be paid a per diem, according to REC Caucasus and project established rates and procedures, to cover the cost of accommodation, meals and transportation during the field trips. Payment of per diems and reimbursement of expenses will be made only, if the travel has been approved by REC Caucasus. Payment will be made upon submission of an invoice supported by receipts.