UNDP Jobs - 57864- Administrative Associate

Administrative Associate - Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM) - (Open to Zambian Nationals Only)

Location :

Lusaka, ZAMBIA

Type of Contract :

Service Contract

Starting Date :

03-Aug-2015

Application Deadline :

17-Jul-15 (Midnight New York, USA)

Post Level :

SC-6

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

One Year

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UNDP is key partner to the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM) and is the UN agency assuming the role of Principal Recipient of the Rounds 4, 7, 8 and 10 GFATM grants in Zambia. In the role of Principal Recipient, UNDP is responsible for the financial and programme management of the GFATM grants as well as procurement of pharmaceutical, non-health items and required services. In all areas of implementation, UNDP provides capacity development services to relevant institutions, sub-recipients and implementing partners.

For the implementation of the Global Fund Program, UNDP Zambia has established a Program 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 PMU Project Manager, the Administrative Assistant ensures smooth functioning of the PMU. The Administrative Assistant (AA) provides leadership for the administrative functions of the PMU.

The Administrative Assistant serves as focal point for all communication and appointment with the PMU Project Manager coming from the internal and external partners.

Duties and Responsibilities

The Administrative Assistant ensures the following responsibilities:

Ensures smooth functioning of the PMU focusing on achievement of the following results:

Manages the schedule / calendar for the Project Manager with external and internal parties including visitors from external organizations, other UN agencies, National institutions, Global Fund, UNDP Global fund support team and LFA Missions to the PMU, HQ and country office staff, as well as internal and external meetings, determining priority requirements;
Undertake all travel arrangements for the PMU;
Preparation of briefing materials for appointments, meetings, missions;
Maintenance of rosters of important contacts and telephone lists;
Preparation of moderately complex correspondence, on behalf of Project Manager for his/her signature and making follow-up when required;
Management of e-mail and correspondence flow, ensuring prioritization and effective follow-up.

Ensures provision of effective communications support to the Project Manager focusing on the achievement of the following results:

Review of all correspondences for proper clearance prior to the Project Manager’s signature; distributes outgoing correspondence cleared or signed by the Project Manager;
Direct responses to inquiries or redirect them to the substantive focal points within the PMU;
Maintenance of the filing system;
Coordination of the information flow in the PMU and follow up;
Facilitation of information sharing between the Project Manager and CO Senior Management;
Follow up on deadlines, commitments made, actions taken;
Screening of all incoming calls and correspondence;

Provides support to effective advocacy of the UNDP and Global Fund PMU activities in close consultation with Project Manager focusing on the achievement of the following results:

Supports the Project Manager in facilitating his/her interaction with various external partners;
Maintenance of information on the Project Manager’s official activities;
Updating the UNDP – Global Fund website with support from the Communication Officer;
Preparation of public Information materials / folders as requested;
Organize official meetings for the Project Manager.

Provides administrative support to the PMU focusing on achievement of the following results:

Proper control of the supporting documents for the Project Manager’s travel;
Book the venues for meetings and coordinate the logistics;
Ensure that office maintenance and repairs, and outsourced services such as cleaning and security are properly done;
Ensure office administrative bills such as telephone, electricity, fuel, water, etc., are verified and settled in good time;
Maintains supplies inventory by checking stock to determine inventory level and verifying receipt of supplies.

Supervision of Motor Pool Unit focusing on achievement of the following results:

Assignment of appropriate tasks to drivers;
Availability of transport for the PMU;
Ensure vehicles are refueled, insured and in good roadworthy condition with maintenance/service conducted periodically.

Maintenance of PMU Storeroom focusing on achievement of the following results:

Stationery supplies readily available for the PMU;
Issuance of supplies to PMU upon request;
Proper accountability system with up to date records of supplies maintained;
Carry out periodic stock taking and reporting.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience from within and outside the PMU;
Encourages PMU staff to share knowledge.

Leadership and Self-Management

Focuses on result for the client;
Consistently approaches work with energy and a positive, constructive attitude;
Demonstrates strong oral and written communication skills;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities;
Responds positively to critical feedback and differing points of view;
Solicits feedback from staff about the impact of his/her own behavior.

Required Skills and Experience

Education:

Bachelor’ degree with specialized administrative or office management training;
University Degree or equivalent in Business Administration, International Relations or Development Studies.

Experience:

5 years of progressively responsible administrative or programme experience is required at the national or international level;
Previous UN or GFTAM experience a significant advantage.

Computer Literacy:

Experience in the usage of computers and office software packages (MS Word, Excel, HTML etc.);
Advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

Fluency in English with good verbal and written skills.