Programme Administrative Assistant

Details

Mission and objectives

El PNUD trabaja en cerca de 170 países y territorios, ayudando a reducir la pobreza, las desigualdades y la exclusión. Apoyamos a los países a desarrollar políticas, capacidades de liderazgo, de asociación y a fortalecer sus instituciones, además de crear resiliencia con el fin de obtener resultados concretos en materia de desarrollo. La Organización de las Naciones Unidas tiene presencia en Venezuela desde 1954 a través del Programa Ampliado de las Naciones Unidas para la Asistencia Técnica, alianza que a partir de 1971 y por invitación del Gobierno nacional, se convirtió en el Programa de la Naciones Unidas para el Desarrollo (PNUD). Las funciones del PNUD en Venezuela tienen como base el prestar asistencia técnica a través de iniciativas y experiencias exitosas orientadas al desarrollo de capacidades y la gestión del conocimiento con un enfoque multidimensional; generar capacidades nacionales y transferir conocimientos desde y hacia Venezuela a través de la cooperación Sur- Sur; promover alianzas entre los diferentes actores del desarrollo para la integración multidimensional de áreas temáticas en la construcción de medios de vida sostenibles, acceso y calidad de servicios básicos y gestión integral de riesgos.

Context

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.

Task description

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.