Project Assistant, Angola At UNDP – United Nations Development Programme


Closing date: Tuesday, 25 July 2023

Job Identification : 10268

Locations : Angola Luanda, Angola

Posting Date : 07/16/2023, 07:21 PM

Apply Before : 07/25/2023, 03:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-5

Vacancy Type : National Personnel Service Agreement

Practice Area : Management

Bureau : Regional Bureau for Africa

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 2 year(s) experience OR High School certificate- 5 year(s) experience

Required Languages : Portuguese and English

Vacancy Timeline

2 Weeks

Job Description

Background

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.

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 urbanization, the continuing burden of malaria, tuberculosis, HIV and other infectious diseases, the growing burden of non-communicable diseases and the emergence of health threats such as the COVID-19 pandemic in 2020-2021. The scope and scale of delivering health and well-being for All demands innovative partnerships and financing.

As a trusted, long-term partner with extensive operational experience, UNDP supports countries in the effective implementation of complex, multilateral and multi-sectoral health projects while simultaneously investing in capacity development. UNDP’s partnerships with Governments, the Global Fund, International Financial Institutions (IFIs) facilitate access to resources for action on SDG 3 by countries that face constraints in directly receiving and/or managing health-related funding.

In Angola, from the onset of the COVID-19 pandemic, UNDP delivered technical and financial assistance to the Government, the Luanda Provincial Government as well as civil society organizations to support the national response. UNDP has also actively contributed to resource mobilization efforts through the development of successful funding proposals to the Global Fund and the European Investment Bank (EIB).

In June 2022, the Ministry of Health, the European Investment Bank and UNDP signed agreements related to a COVID-19 Health Resilience Project (HRP) aimed at supporting the national response to COVID-19. The HRP Project Implementation Unit (PIU) will be based at the Ministry of Health National Public Health Directorate (DNSP). To help the HRP PIU deliver in a timely and quality assured manner on the Agreement targets, while complying with UNDP rules and regulations, UNDP Angola is recruiting a Project Assistant.

Duties and Responsibilities

1. Support the Project internal and external communication processes

  •  Contribute to the design of the Project Implementation Unit (PIU) 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 the PIU (M&E, PSM and Finance)
  •  Prepare, dispatch and file Project correspondence
  •  Document PIU meetings (prepare ans storage notes and minutes) held by the Project Coordinator
  •  Disseminate minutes of PIU meetings in a timely manner
  •  Disseminate minutes of PIU meetings with external parties in a timely manner
  •  Document PIU retreats
  •  Disseminate reports of PIU retreats in a timely manner
  •  Support the drafting, formatting or general editing of external communication products, in collaboration with PIU 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 PIU

  •  Help design and maintain the Project filing structure/system, both hard copy and electronic
  •  Organize an archive key documents related to the project management in the UNDP informatic platform
  •  In consultation with the PIU members, help set up a workflow for the circulation of Project documents i.e. official correspondence, co-implementing partners and stakeholders’ reports, service providers’ invoices, procurement documentation, etc.
  •  Help ensure that the aforementioned workflow and filing structure/system are used and complied with.
  •  Help gather, organize and archive critical Project documents and correspondence

3. Support the organization of the PIU 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 PIU retreats and events
  •  If necessary for retreats, organize PIU 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. Organize the travel of the Project staff, Partners and Consultants

  •  Process travel requests and authorizations
  •  Ensure compliance with UNDP rules and regulations in terms of flight reservations and per diem calculations
  •  Organize 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 PIU team
  •  Introduce visa/residency applications or extensions for Project staff, Partners and Consultants
  •  Ensure follow-up with MIREX, SME and/or traveler 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 Project Coordinator

  •  Help manage incoming e-mail and paper-based correspondence addressed to the Project 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 authorizations etc.)
  •  Ensure that signed documents are swiftly transmitted, filed or archived, in consultation with the relevant PIU team
  •  Help promote the use of digital signature to minimize paper trail
  •  Document meetings held between the Project Coordinator and internal or external parties as and when required
  •  Support the monitoring of Project staff leave records by the Coordinator

7. Supporting planning, monitoring and evaluation activities of the project, in articulation with the Project Coordinator.

  •  Support the elaboration of project work plans;
  •  Support the elaboration of project procurement plans;
  •  Support the organization of project reviews/tripartite meetings;
  •  Support the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, audit reports and any other required project reports;
  •  Perform any other tasks assigned by the supervisor.

Institutional Arrangement

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Core Competencies:

  •  Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline
  •  Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
  •  Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
  •  Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident
  •  Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships
  •  Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Technical Competencies:

  •  Business Development: Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process
  •  Business Management: 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
  •  Business Management/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. Ability to understand and deal with client situations in a manner that is likely to lead to a positive outcome.Ability to identify and organi]e action around mitigating and proactely managing risks.
  •  Administration & Operations/Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
  •  Administration & Operations/Events management: Events management (including retreats, trainings and meetings)

Required Skills and Experience

Education:

  •  Secondary Education with specialized certification in management, business administration or related. University Degree in Public Health, Medicine, Economics, Business Administration, International Development, Public Administration, Social Sciences desirable

Experience:

  •  A minimum of 5 years’ (with secondary education) or 2 years (with bachelor degree) professional experience in project administration in the public, private or civil development sectors
  •  Experience in the use of Office software packages, and in particular Word, Excel, PowerPoint, Outlook, Teams, and Note.
  •  Experience in managing electronic documents and handling web-based management systems
  •  Experience in organizing events (meetings, workshops, etc.) including virtual events is an asset
  •  Experience in logistic arrangements for field activities is an asset
  •  Good communications skills both written and oral
  •  Ability to persuade and negotiate with stakeholders
  •  Good analytical, problem solving, and organizational abilities
  •  Good client orientation and support
  •  Previous experience working for an international NGO or UN Agencies

Languages:

  •  Fluency in Portuguese and good working knowledge of English

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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