Background
Duties and Responsibilities
- Support the Programme Officer in the planning, implementation and management of different partners implementing the HIV/AIDS programme
- Prepare correspondence, reports, presentations and other written materials from oral instructions and written communication
- Support the coordination of review meetings with partners
- Support the preparation of information for annual audit, annual and quarterly programmatic reports of the grant as well as end-of-grant reports
- Support the program officer (HIV/AIDS) to track the implementation of the DIP (including support to SRs and SSRs to prepare monthly, quarterly and annual workplans based on the DIP and monitor the timely implementation of the activities)
- Undertake field visits to provide support and supervision as part of capacity building
- Undertake spot checks on approved training plans to ensure compliance, support the maintenance of a training database and participate in the assessment of the effectiveness of the trainings
- Support the review of quarterly and other reports submitted by SRs, document observations noted in the review, provide feedback to partners and follow up to ensure their implementation
- Participate in the development of appropriate data collection tools and M&E templates for the grant
- Support partners to develop work plans and budgets, as well as prepare quarterly and annual reports for tracking program expenditures and performance.
- Assist in responding to general inquiries from GFATM and LFA on both programme and M&E issues
2. Provides administrative support to the Project focusing on achievement of the following results:
- Ensure the creation of requisitions in Atlas for all travel and procurement planned under the project;
- Maintain the filing system to ensure safekeeping of confidential materials. and proper record keeping
- Analyse information on implementing partners and preparation of implementing partners’ profile and database.
- Support the Programme Officer HIV/AIDS in the organization of meetings with implementing partners
- Assist in the development of materials for meetings, presentations and workshops.
- Assist in the compilation, analysis, and summarizing programme data and generate the required charts and tables to inform decision making,
- Performs other tasks as required
3. Ensures facilitation of knowledge building and knowledge sharing in the PMU focusing on achievement of the following results:
- Support Organization in trainings for the operations/ projects staff on programme.
- Synthesis of lessons learnt and best practices in programme.
- Sound contributions to knowledge networks and communities of practice.
- Identify and formulate lessons learned and document best practices from evaluations and studies to be integrated into project reports
Competencies
- Demonstrates commitment to UNDP’s mission, vision and values.
- Exerts strict adherence to corporate rules, regulations and procedures. Familiarity with the internal control framework and results-based management tools is a must.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
- Knowledge Management and Learning
- Shares knowledge and experience
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
- Ability to perform a variety of standard tasks related to projects documentation filing, provision of information
- Excellent interpersonal skills are essential part of the job.
- Ability to communicate effectively, both orally and in writing
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
- Demonstrates openness to change and ability to manage complexities
Required Skills and Experience
6 years of relevant experience in HIV/AIDS is required and 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. Strong writing, interpersonal and oral communication skills are important, since the program associate must interact with personnel at all levels within the partners. Previous UNDP/GFATM experience would be an added advantage.
QUALIFIED AND EXPERIENCED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.