Background
This is a re-advertisement. Previous applicants need not apply again.UNDP is a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) and is the UN agency assuming the role of Principal Recipient of GFATM grants in Zimbabwe.
In its role as Principal Recipient, UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and service delivery. UNDP‘s management role consists in implementing grants, ensuring financial accountability, and training of national and international counterparts on programme management and financial accountability.
For the implementation of the Global Fund programme, UNDP Zimbabwe has established a Programme Management Unit (PMU) that will coordinate the implementation of the projects and provide general guidance of Global Fund rules and procedures to all Sub Recipients participating in the implementation of the projects.
Under the guidance and direct supervision of the Programme Officer, the Programme Assistant supports the planning and management and implementation of the project and promotes a client-oriented approach consistent with UNDP rules and regulations.
Duties and Responsibilities
The Programme Assistant assists the programme officer to ensure the provision of effective and efficient programme activities by:Providing effective support to Programme Officer focusing on the achievement of the following results:
- Collection, analysis and presentation of information for support to programme implementation.
- Supports communication and collaboration between the programme officer and the Sub Recipients and other implementing partners.
- Prepares correspondence, reports, presentations and other written materials from oral instructions and written communication.
- Support preparation of reports, statistical charts and tables as required.
- Support preparation of information for annual audit of the projects.
- Maintenance of proper filing system for the project.
- Maintain and update the training data base with the required training information.
- Support the receipting of goods and services in Atlas.
- Support the physical receipting of goods on arrival at NATPHARM and WFP warehouses before they are dispatched to implementing partners.
- Liaises with finance and PSM teams in the PMU on appropriate budget lines to charge transactions.
- Conduct joint quarterly inventories at NATPHARM and WFP warehouses.
- Conduct joint periodic OSDVs and product verifications on request.
- Creation of requisitions in Atlas for all travel and procurement planned under the project.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Analysis of information on implementing partners and preparation of implementing partners’ profile and database.
- Assist in the organization of and writing minutes of all meetings.
- Assist in the development of materials for meetings, presentations and workshops.
- Compiles, analyses, summarizes data pertaining to the project, maintains records, documents and work plans for the monitoring of project implementation.
- Performs other tasks as required.
- Assist with spot checks on approved training plans to ensure compliance.
- Synthesis of lessons learnt and best practices in programme.
Competencies
Corporate 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.
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
Education:- Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement.
- 5 years of progressively responsible programme experience is required at the national or international level. 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. Previous UNDP/GFATM experience would be an added advantage.
- A minimum of two years experience in Malaria programme management is a requirement.
- Fluency in English with good verbal and written skills. Knowledge of the national languages would be an asset.
- UNDP Zimbabwe reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Zimbabwe at the same grade level and with similar job description, experience and education requirements.
- Applicants are requested to upload a copy of their latest updated P11 Form instead of a CV which can be downloaded from this website: http://www.sas.undp.org/Documents/P11_Personal_history_form.doc