Project Support Assistant

Job Description

UNDP’s 2022-2025 Strategic Plan highlights our continued commitment to eradicating poverty, accompanying countries in their pathways towards the SDGs and working towards the Paris Agreement. As part of the Global Policy Network in the Bureau for Policy and Programme Support, UNDP’s Nature, Climate Change, Energy, and Waste (NCE&W) Hubs promote and scale up integrated whole-of-governance approaches and nature-based solutions that reduce poverty and inequalities, strengthen livelihoods and inclusive growth, mitigate conflict, forced migration and displacement, and promote more resilient governance systems that advance linked peace and security agendas. In recent decades, biodiversity finance tools and solutions have demonstrated their importance for achieving biodiversity goals and broader sustainable development objectives. Improved choice, design and implementation of effective, well-tailored finance solutions will strengthen countries’ chances of achieving national and global biodiversity targets. Biodiversity Finance Plans have become increasingly recognized as a relevant tool to help countries to identify and fill the biodiversity finance gap, including through the work of the Biodiversity Finance Initiative www.biofin.org.

The GEF created a global programme to support countries to design a national Biodiversity Finance Plan.

The implementation of the project in Angola falls under the GEF8 Umbrella programme for the development of the first National Biodiversity Finance Plan. The overall implementation of the project will be led by the Project Lead Finance Analyst with the support of a technical team and in coordination to a government project director and the National Steering Committee.

For the implementation of the GEF8-BFP Umbrella program at the national level, UNDP is recruiting a national team composed of a Finance Analyst (Project Lead), a Project Support Assistant, a Policy Expert and a Biodiversity Finance Analyst

Duties and Responsibilities:

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.

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 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

Manage the circulation of documents and correspondence within the PIU:

Help design and maintain the Project filing structure/system, both hard copy and electronic
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

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

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 MINAMB, MINFIN, MINAGRIF, INBAC and/or traveler in collaboration with the Country Office.

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

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
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Project.

Required Skills and Experience:

Education:

Secondary Education with specialized certification in management, business administration or related OR University Degree in Economics, Business Administration, International Development, Public Administration, Social Sciences

Experience:

A minimum of 5 years’ professional experience (with secondary education) or 2 year’s experience (with bachelor degree) in project administration in the public, private or civil development sectors
Experience in the use of Office software packages, and in particular Word, Excel and PowerPoint
Experience in handling web-based management systems
Experience in organizing events (meetings, workshops, etc.) including virtual events is an asset
Experience correspondence management including electronic archiving is an asset
Experience in logistic arrangements for travel and 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
Previous experience working for an international NGO or UN Agencies