Administrative Assistant

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. UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural and economic determinants of HIV and health, in partnership with UN entities and other organizations. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health, and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels. As a trusted, long-term partner of The Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund, GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management. The Global Fund – Health Implementation Support Team, HIV, Health and Development Group, Bureau of Programme and Policy Support, Global Policy Network (GF/HIST) is a dedicated team providing support to UNDP Country Offices implementing health and development programmes. UNDP has been identified by the GF as the interim PR for the Pakistan HIV grant for the implementation period 1 July 2021 to 31 December 2023. For effective implementation of the Global Fund resources, UNDP Pakistan 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 systems. 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 and provincial stakeholders, Common Management Unit, Sub-recipients (SRs) and Sub-sub-Recipients (SSRs), NGOs, CSOs, communities, technical partners, UN entities and the Global Fund (Local Fund Agent) and Country Coordinating Mechanism. Under the direct supervision of the Project Coordinator, the Administrative Assistant will provide support to the PMU, in accordance with UNDP rules, policies and procedures and corporate agreements with the GF.

1. Ensure the effective and efficient functioning of the PMU by focusing on the achievement of the following results:

• Manage the schedule of the Project Coordinator with external and internal parties, including visitors from external organizations, other UN agencies, national institutions, Global Fund, GF-HIST and LFA missions to the PMU, headquarters and country office staff, as well as internal and external meetings;

• Make all travel arrangements for the Project Coordinator;

• Prepare information documents for appointments, meetings, missions;

• Maintain lists of mandatory trainings, status of PMDs;

• Supports the Project Coordinator in recruitment and staff induction processes;

• Maintains asset lists for the PMU;

• Maintain important contact lists and telephone lists;

• Prepare moderately complex correspondence in the name of the Project Coordinator for review, signature and follow up if necessary; and

• Manage email and correspondence flows, ensuring prioritization and efficient follow-up

• Prepare Travel NOC’s of Project Coordinator , ensure renewal of Diplomatic card / UNLP Passport .

2. Ensure the provision of an effective communication support to the Project Coordinator focusing on the achievement of the following results:

• Review of correspondence for proper authorization prior to signature by the Project Coordinator;

• Distribute outgoing correspondence cleared or signed by the Project Coordinator;

• Respond directly to inquiries or redirect them to relevant focal points within the PMU;

• Maintain the documentary filing system (paper and e-system);

• Coordinate information flow within the PMU and between the PMU and Country Office;

• Supports in the provision of training activities;

• Facilitate information sharing between the Project Coordinator and the senior management of the Country Office; and

• Monitor and follow up on deadlines, commitments made, and actions taken.

3. Provide effective advocacy support for the activities of the PMU of the UNDP and the Global Fund in close consultation with the Project Coordinator with a focus on achieving the following results:

• Support the Project Coordinator by facilitating interaction with various partners, including taking minutes of meetings when required;

• Maintain information on the official activities of the Project Coordinator;

• Provide potential updates for the UNDP - Global Fund website to the relevant CO and/or HIST focal points;

• Research and draft, with inputs from PMU team members, basic documentation for the Project Coordinator and other senior management for briefings, meetings, official missions and appointments;

• Support in the organization of the workshops/capacity building workshops for SRs/SSRs and other partners; and

• Follow up the process of TORs, selection and contracting of consultants/institutions, and payments upon receipt and approval of deliverables.

4. Provide administrative support to the PMU with a focus on achieving the following results:

• Adequate control of supporting documents for travel by PMU staff;

• Prepare requisitions in the system;

• Maintenance of the internal expenditure control system which ensures that requests and purchase orders are processed in ATLAS; and

• Follow up with Procurement Section on the purchase of office computers, furniture and supplies for the PMU

5. Ensure the facilitation of knowledge acquisition and management by focusing on the achievement of the following outcomes:

• Contribute to knowledge networks and communities of practice.

6. The incumbent of the position will uphold the non-discriminatory behavior and ensure that

• Human rights and gender equality is prioritized as an ethical principle within all actions;

• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;

• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;

• Differentiated needs of women and men are considered;

• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;

• Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc

7. Any other tasks assigned by the Project Coordinator