The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with Governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.
The 2030 Agenda for Sustainable Development Goals (SDGs) and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development issues such as the widening economic and social inequalities, the climate crisis, rapid urbanisation, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis, COVID.19), the growing burden of non-communicable diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing.
UNDP’s partnership with the Global Fund (GF), in line with UNDP’s HIV, Health and Development Strategy 2016-2021: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2018-2021, the 2030 Agenda for Sustainable Development and the pledge to leave no one behind. When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and the Global Fund to ensure management, implementation and oversight of GF grants, while simultaneously strengthening health institutions and systems for national entities to assume the PR role over time.
In Angola, the Ministry of Health and UNDP have had a long-standing, strategic partnership for health service delivery through Global Fund grants. Currently, UNDP is acting as the Principal Recipient for the 2018-2021 HIV Grant, in partnership with the National HIV/Aids Institute (INLS), other Government and Civil society partners. UNDP exercises its PR role in consultation with other UN agencies, bilateral donors and International Financing Institutions. In 2020-2021, UNDP will act as Principal Recipient for a consolidated HIV, malaria and tuberculosis Grant.
Most of the interventions planned in this Grant will be implemented at national level and in priority provinces based on their epidemiological burden. However, a new sub-national approach will be introduced in Benguela province. Its objective is to expand the coverage of high quality HIV, malaria and tuberculosis services for the most vulnerable populations: pregnant women, children under 5, adolescent girls and young women and key populations. To that end, UNDP will intensify monitoring & evaluation, supply chain management and technical assistance efforts at all levels of the health system in Benguela province, including community, health facility and laboratories. Lessons learned from the Benguela sub-national approach will inform the next Global Fund Funding cycle in Angola.
To help the UNDP Project Management Unit (PMU) deliver in a timely and quality assured manner on the Grant Performance Framework targets, while complying with UNDP and Global Fund rules and regulations, UNDP Angola is recruiting a Programme Assistant.
Duties and Responsibilities
Summary of Key Functions:
Support the Project internal and external communication processes
Management of the circulation of Project documents and correspondence
Support the organisation of the Project Management Unit meetings and retreats
Processing travel logistics for Project staff, Partners and Consultants
Support the management of Project assets and resources
Administrative support to the Programme Coordinator
Main Duties and Responsibilities:
Under the supervision of the Programme Coordinator, the Programme Assistant will:
1) Support the Project internal and external communication processes
Contribute to the design of the Project Management Unit (PMU) communication strategy and plan
Help promote the use of digital media and platforms for internal and external communication
Help disseminate critical and/or time sensitive information to PMU teams (M&E, PSM and Finance)
Prepare, dispatch and file Project correspondence
Document PMU meetings held by the Programme Coordinator
Disseminate minutes of PMU meetings in a timely manner
Disseminate minutes of PMU meetings with external parties in a timely manner
Document PMU retreats
Disseminate reports of PMU retreats in a timely manner
Support the drafting, formatting or general editing of external communication products, in collaboration with PMU teams and UNDP Communications team
Assist in the translation of Project documents and correspondence
Support the hiring and liaison with Project translators as and when required
2) Manage the circulation of documents and correspondence within the PMU
Help design and maintain the Project filing structure/system, both hard copy and electronic
In consultation with the PMU teams, help set up a workflow for the circulation of Project documents i.e. official correspondence, Sub-Recipients’ reports, service providers’ invoices, procurement documentation etc.
Help ensure that the aforementioned workflow and filing structure/system are used and complied with
Help gather, organise and archive critical Project documents and correspondence
3) Support the organisation of the Project Management Unit meetings and retreats
Book meeting rooms
Support the identification and hiring of venues, in collaboration with the Procurement team
Help in the drafting of terms of reference and agenda for PMU retreats and events
If necessary for retreats, organise PMU travel logistics including accommodation and transport
Procure workshop materials, in liaison with the Procurement team
Ensure that meeting or workshop equipment such as projector, flip-chat stand, printer, internet access, visibility material etc. is readily available
4) Organise the travel of UNDP/Global Fund Project staff, Partners and Consultants
Process travel requests and authorisations
Ensure compliance with UNDP rules and regulations in terms of flight reservations and per diem calculations
Organise airport transfer and pick-up for Project staff, Partners and Consultants, in consultation with the Procurement team
Make hotel reservations for Project staff, Partners and Consultants, in consultation with the relevant PMU team
Introduce visa/residency applications or extensions for Project staff, Partners and Consultants
Ensure follow-up with MIREX, SME and/or traveller in collaboration with the Country Office
5) Support the management of Project assets and resources
Identify and respond to the Project stationery needs
Manage the Project stationery stock
Help ensure the proper functioning and maintenance of office equipment, in collaboration with the Procurement team
Support Project asset inventory processes, in collaboration with the Procurement team
6) Provide administrative support to the Programme Coordinator
Help manage incoming e-mail and paper-based correspondance addressed to the Programme Coordinator
Liaise with internal and external parties on the Coordinator’s agenda
Help set up meetings involving the Coordinator with internal and external parties; help manage the Coordinator’s agenda
Assist the Programme Coordinator in the signature of Project documents (payment requests, travel authorisations etc.)
Ensure that signed documents are swiftly transmitted, filed or archived, in consultation with the relevant PMU team
Help promote the use of digital signature to minimise paper trail
Document meetings held between the Programme Coordinator and internal or external parties as and when required
Support the monitoring of Project staff leave records by the Coordinator
Impact of Results
The jobholder’s results will contribute to:
Effective internal and external communication by the UNDP/Global Fund Project
Rapid access to critical Project document or correspondence
Efficient management of Project meetings, events, travel and assets
Provision of operational support to the Programme Coordinator.
Innovation: Ability to make new and useful ideas work
Leadership: Ability to persuade others to follow
People Management: Ability to improve performance and satisfaction
Communication: Ability to listen, adapt, persuade and transform
Delivery: Ability to get things done while exercising good judgement
Project Management: Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals
Risk Management: Ability to identify and prioritize risks, and organize action around mitigating them
Knowledge Management: Ability to capture, develop, share and effectively use information and knowledge.
Required Skills and Experience
Bachelor’s degree in Public Health, Medicine, Economics, Business Administration, International Development, Public Administration, Social Sciences
A minimum of 3 years’ professional experience in project administration in the public, private or NGO/development sector
Experience in the use of Office software packages, and in particular Word, Excel and Powerpoint
Previous experience working for an international NGO or UN Agencies.
Fluency in Portuguese, both written and verbal
Good working knowledge of English, both written and verbal