Administrative Assistant
Admin & Office Jobs
- UNDP - United Nations Develop…
- Expires 13 Nov 2024
- Harare
- Full Time
Job Description
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
In Zimbabwe, UNDP is the interim Principal Recipient (PR) for the HIV grant and is also providing Support Services Fund Administration (FA) Support Services to the Ministry of Health and Child Care (MoHCC) as the continuing PR for the tuberculosis (TB) and Malaria grants. UNDP-GF partnership under the 2021-2023 allocation aims to contribute towards the achievement of the vision and goals of Zimbabwe National HIV Strategic Plan, 2021-2025. For effective implementation of the Global Fund resources, UNDP Zimbabwe has established a Program Management Unit (PMU), which is responsible for the day-to-day overall programme management, risk management, policy guidance, financial accountability, procurement of goods, including health products and services, strengthening of the national pharmaceutical and laboratory supply chain systems, including the Solar for Health (S4H) initiative and monitoring and evaluation. The GF resources are implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the GF and in close coordination with the national partners, including the National AIDS Commission (NAC), MoHCC, national disease programmes, NatPharm, NGOs, CSOs, communities, technical partners, UN entities and the Global Fund (Local Fund Agent) and Country Coordinating Mechanism.
In order 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.
Under the guidance and supervision of the Head of Operations, the Administrative ensures smooth functioning of the PMU. The Administrative Assistant provides leadership for the administrative functions of the PMU and supervises the transport assistants and office assistant. S/he will support the creation of e-requisitions and support travel arrangements by ensuring compliance of travelers to UNDP policies and procedures.
The Administrative Assistant serves as focal point for all communication and appointments with the Project Manager coming from the internal and external partners.
Duties and Responsibilities
Duties and 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.
Assist the Country Office Travel Unit in the facilitation of all international travel for the PMU.
Prepares of briefing materials for appointments, meetings, missions.
Maintains rosters of important contacts and telephone lists.
Prepares moderately complex correspondence, on behalf of Project Manager for his/her signature and making follow-up when required.
Manages e-mail and correspondence flow, ensuring prioritization and effective follow-up.
Takes minutes of the PMU Heads of Unit meetings
Ensures provisions of effective communications support to Project Manager focusing on the achievement of the following results:
Reviews of correspondence for proper clearance prior to the Project Manager’s signature.
Distributes outgoing correspondence cleared or signed by the Project Manager.
Directs responses to inquiries or redirect them to the substantive focal points within the PMU.
Maintains register for all outgoing and incoming and ensure all correspondence is properly filed.
Maintains of the PMU – Administration filing system.
Coordinates the information flow in the PMU and follow-up.
Facilitates information sharing between Project Manager and CO Senior Management.
Follows up on deadlines, commitments made, actions taken.
Screens all incoming calls and correspondence
Provides support to effective advocacy of the UNDP and Global Fund PMU activities in close consultation with the Project Manager focusing on the achievement of the following results:
Supports the Project Manager in facilitating his/her interaction with various external partners.
Maintains information on the Project Manager’s official activities.
Prepares public information materials / folders as requested.
Organize official meetings for the Project Manager
Provides administrate support to PMU focusing on achievement of the following:
Maintains proper control of the supporting documents for Project Manager’s Travel.
Maintains control system for internal expenditures which ensures that Requisitions and POs are processed in Quantum.
Assist the PMU Asset Focal Person and maintain the asset register for the PMU assets.
Initiates request for procurement of office computers and office supplies for the PMU.
Ensures relevant cost recovery measures are undertaken.
Ensures that all assets in custody of PMU staff and employees are recorded and a log of movements of assets is kept.
Provides support to effective management of PMT Transportation by focusing on achievement of the following results:
Management of PMU Drivers and ensure that drivers are dispatched, and vehicles are assigned for effective conveyance of PMU staff and visitors to external meetings and missions.
Management of vehicle maintenance schedule for all PMU vehicles including schedule for timely service, repairs, cleaning, and ensure accurate completion of daily vehicle logbooks by Drivers.
Preparation of schedule of monthly fuel usage for all PMU vehicles and ensure accurate payment of monthly fuel invoice.
Ensure that all required documents and records such as vehicle insurance, vehicle logbooks, first aid kits, maps, and office directory, are available for each vehicle.
Ensures facilitation of knowledge building and management focusing on achievement of the following results.
Contributions to knowledge networks and communities of practice.
Qualifications and Experience
Competencies
Core competences:
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical competencies:
Administration & Operations
Vehicle management: Knowledge of policy & procedures on fleet management
Travel Policy and procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters.
Business Management
Resource Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Customer satisfaction/ Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
Provide inputs to the development of customer service strategy.
Look for ways to add value beyond clients' immediate requests.
Ability to anticipate client's upcoming needs and concerns.
Ethics
UN Policy Ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
2030 Agenda:
People Health: Health Emergencies
Required Skills and Experience
Education:
Secondary education is required
University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
Certifications in Administration and/or Procurement are desirable.
Experience:
Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration or programme support services.
Experience in the usage of computers and office software packages, MS Word, Excel, PowerPoint etc. Advance knowledge of spreadsheets, databases and web-based management systems.
Demonstrated and proven supervisory skills/experience
Proven knowledge of payment processing
Experience in fleet management
Proven knowledge of fuel usage reconciliations and monitoring
Good report writing experience.
Demonstrated experience in working with people of national and international background.
Experience in management of transport, travel and office assests.
Knowledge of managing senior management diary, business calenders, appointments, meetings, travel bookings, reports and confidentiality.
UN or NGO experience an asset
Required Language:
Fluency in English is required
How to Apply
