Background

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 Project Coordinator, 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 Project Coordinator coming from the internal and external partners.

Duties and Responsibilities

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

• Manages the schedule / calendar for the Project Coordinator 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 Coordinator 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 Coordinator focusing on the achievement of the following results:

• Review of all correspondence for proper clearance prior to the Project Coordinator’s signature; distributes outgoing correspondence cleared or signed by the Project Coordinator.
• 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 Project Coordinator 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 Coordinator focusing on the achievement of the following results:

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

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

• Proper control of the supporting documents for Project Director’s Travel.
• Maintenance of internal expenditures control system which ensures that Requisitions and POs are processed in Atlas.
• Procurement of Office computers and supplies for the Unit.

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

• Secondary Education with specialized administrative or office management training.
  
• University Degree or equivalent in Business Administration or International Relations or related field would be desirable, but it is not a requirement.

Experience

• 5 years of progressively responsible administrative or programme experience is required at the national or international level.
  
• Experience in the usage of computers and office software packages (MS Word, Excel, HTML etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
• Previous UN experience a significant advantage.

Language Requirements

• Fluency in English with good verbal and written skills.