Programme Administrative Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

UNDP Venezuela is the interim PR for the Global Fund Mechanism for the implementation of the HIV/TB and malaria grant, for the period 2024 – 2026, in an amount of $36.4m with the intention of building resilient and sustainable systems for health (RSSH) to respond, treat and prevent HIV, Tuberculosis and Malaria as public health threats. The grant seeks to address the significant malaria resurgence in recent years in Venezuela, with the overall goal of reducing malaria mortality in the municipalities most affected by P. Falciparum and reducing morbidity and mortality due to severe malaria in pregnant women is also a main objective of the grant (the ‘Programme’). In August 2021, the Global Fund allocated an additional $12.7m for COVID response and recovery activities including procurement and distribution of health products, education and information sharing on COVID risks and health protocols and mitigating COVID’s impact on disease programmes.

To provide strategic planning, programmatic and operational management and oversight to the GF portfolio to achieve the defined programme goals, targets and effective delivery, a dedicated Project Management Unit (PMU) has been established. For this purpose, the mechanism for the implementation of the HIV/TB and Malaria grant financed by The Global Fund for Venezuela 2024- 2026 is designed based on the exchange of experiences, good practices and lessons-learned derived from the implementation of the malaria grant financed by the Global Fund during the 2021-2023 cycle.

The Project Administrative Assistant promotes a collaborative, client-focused, quality and results-oriented approach related to supporting the day-to-day program management. Under the overall guidance and direct supervision of the Programme Manager and working in close coordination with all members of the PMU, and the Country Office, the Project Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the PMU Manager; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. This will be done in accordance with UNDP rules, policies and procedures, GF grant agreements and corporate agreements with the GF, working in close coordination with national stakeholders, implementing partners, the GF (including Local Fund Agent), technical partners, including PAHO, UN entities, the GF-HIST and other UNDP units and programmes.

Key duties and accountabilities:

Executive Support

• Assist the PMU Manager with daily administrative duties and complete a broad variety of administrative tasks. • Communicate with the general staff on the PMU Manager’s behalf and coordinates logistics with high-level meetings both internally and externally. • Support the Programme activities/processes in accordance with the work plans, the Performance Framework targets and the timely identification of workplan variations and generate appropriate and quality data for the decision-making process. • Keep products updated when there is a regular dissemination schedule. • Support the preparation of quarterly and annual programmatic progress updates on the Programme with relevant and robust data. • Ensure full compliance with UNDP rules, regulations and policies, establishment of targets and monitoring of achievement of results in line with the terms of the Grant Agreement, corporate agreements with the Global Fund and Global Fund policies. • Support strategic and operational decision-making by processing and analyzing data and information and presenting it in the format most useful for analysis. • Design and/or create information products such as reports, infographics and presentations that contributes to better decision-making process; prepare and coordinate oral and written communication with stakeholders. • Support public information development activities and campaigns, including presentations and visual materials. • Constant mobility to field throughout the different areas where the grant is implemented, whenever necessary to ensure the project management methods follow good practices (availability to travel).

Administrative Support

• Support office and ensuring information is up-to-date. • Coordinate meetings, conferences and committees; arranging hotel accommodations for out-of-town assistants when required, processing travel reimbursement requests; and compiling, assembling, and distributing meeting materials. • Assists in coordinating the agenda of the PMU team meetings and workload management. Prepares an account of the meetings and designates and follows up on assigned action items. • Record, type and distribute meeting minutes. • Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution. • Perform general office duties such as ordering supplies and maintaining records management database systems. • File and retrieve corporate documents, records and reports. • Open, sort and distribute incoming correspondence, including faxes and email. • Perform other duties as assigned.

• Accountability • Adaptability and flexibility • Creativity • Planning and organising • Professionalism • Strong computer and systems skills • Strong analytical skills • Oriented to teamwork

professional work experience at the national and/or international level providing support for upper-level management in a related organization, or other relevant programmes; as is experience working in the UN or other international development organization.

Qualifications and skills

• Accuracy and professionalism in document production and editing. • Experience in the usage of MS Office software applications, and handling of web-based management systems is required. • Experience of working with and managing relationships with multiple stakeholders. • Experience in the health sector or experience with aid agencies and/or UN system is an advantage. •Excellent oral and written skills; excellent drafting, formulation, reporting skills. •Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners and colleagues to achieve organizational goals. •Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel. •Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, Power Point, etc.) and email/internet; familiarity with database management; and office technology equipment. •Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities; is conscientious and efficient in meeting commitments, observing deadlines and achieving results. •Ability to extract, cleanse, transform, analyse and visualize data to form meaningful insights and aid effective decision making •Considers all those to whom services are provided to be “clients” and monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. •Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

BENEFICIOS:

Las prestaciones básicas de esta asignación, según las Condiciones de Servicio de los Voluntarios de las Naciones Unidas, son las siguientes:

• Prestación mensual de sustento de USD1299.58
• Un subsidio previo a la asignación de USD400.00 (pagado en primera nómina)
• Un subsidio de final de asignación de USD108.30 por cada mes de servicio, pagado a la finalización del contrato, siempre que se cumplan las condiciones correspondientes
• Seguro de asistencia médica, dental y hospitalaria, así como seguro de vida y por discapacidad
• Seguro médico por familiares a cargo elegibles. Consulte las Condiciones de Servicio para ver los detalles de elegibilidad
• Licencia anual que se computa sobre la base de 2 días y medio por mes