UNDP is a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) and is the UN agency assuming the role of Principal Recipient of GFATM grants in Sudan. In its role as Principal Recipient, UNDP ensures quality financial management, timely procurement of supplies and service delivery as well as efficient monitoring and evaluation of grant implementation activities. A dedicated Project Management Unit (GF-PMU) is currently managing four ongoing grants (2009-2015) from the GFATM with an approved budget of over US$ 400 million. The overall goal of the projects is to prevent deaths caused by diseases, to reduce the burden of HIV and Tuberculosis, to interrupt transmission of HIV/AIDS, to reduce morbidity, and to contain and prevent Malaria outbreaks, as well as to strengthen the Health System.

UNDP has established a dedicated Project Management Unit (PMU) responsible for managing the Global Fund grants. The project is part of the UNDP Sudan Poverty, MDGs and HIV Unit. The Unit provides quality assurance and oversight, and guidance to routine management of UNDP project funded by the Global Fund.

The GFATM Admin Associate will work Under the overall guidance of Programme Manager and the direct supervision of the Finance and Administrative Specialist. The Administrative Associate will support the implementation of the GFATM administrative activities. The Administrative Associate supports a collaborative, client-focused, quality and results-oriented approach in the team. The Administrative Associate works in close collaboration with the programme, procurement, and monitoring and evaluations staff within the Global Fund unit and the UNDP Country Office.

Summary of key functions:

• Support in efficient and effective administration of the Global Fund PMU
• Fleet management of Global fund PMU vehicles
• Support to supply and assets management
• Knowledge sharing and management

1- Ensures Support in efficient and effective administration of the Global Fund PMU in achieving of the following results:

• Ensure the smooth, efficient and effective running of the office;
• Assist with all administrative and logistical arrangements for meetings, workshops and conferences for the unit and programme itself
• Coordination of all travel arrangements for the unit and also incoming missions, including visa arrangements, DSA, tickets and hotel booking, transport etc.
• Coordinate with the UNDP Country Office on protocol matters and registration of staff
• Taking minutes of meetings as and when required.
• Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses
• Proper control and filling of supporting documents related to operation activities
• Supervision of cleaning and other office management services at the unit

2- Ensures proper fleet management function focusing on achievement of the following results:

• Coordination of transport services, regular vehicle maintenance and insurance
• Supervise drivers, plan all field visits for the team and missions.
• Checking and certification of vehicles daily log and fuel consumption, update and maintenance of vehicle history report
• Prompt reporting and investigation of cases of vehicles accidents, damage, loss or theft of items

3- Provides support to proper supply and assets management focusing on achievement of periodic inventory reports:

• Management of assets within the unit,
• timely preparation and submission of periodic inventory reports
• Coordination for the provision of reliable and quality office supplies

4- Contributes to capacity building and knowledge sharing in the GFATM focusing on achievement of the following results:

• Supports the organization of different trainings, workshops and meetings for the GF staff and partners.
• Supports the synthesis of lessons learnt and best practices in area of administration.
• Undertakes any other administrative tasks as assigned by the Finance and Administrative Specialist and GF Programme Manager, if required

Corporate Competencies

• Demonstrates integrity by modeling the UN values and ethical standards
• Promotes the vision, mission, and strategic goals of UNDP
• Cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

• Demonstrates capacity to plan and administer and execute administrative processes.
• Demonstrates resourcefulness, initiative and ability to meet tight deadlines.
• Builds strong relationships with internal and external clients, including the Global Fund and the UN family of agencies.
• Focuses on impact and results for the client and responds positively to feedback.
• Establishes effective working relations in a multicultural team environment.
• Shown ability to work independently and juggle multiple deadlines and tasks.
• Demonstrates resourcefulness, initiative and ability to meet tight deadlines.
• Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems.
• Demonstrates openness to change and has the ability to drive business processes re-engineering.
• Consistently approaches work with energy and a positive, constructive attitude.
• Remains calm, in control and good humored even under pressure.
• Demonstrates resourcefulness, initiative and mature judgment
• Actively works towards continuing personal learning and development.
• Promotes a knowledge sharing and learning culture in the office.

Education:

Secondary Education. Certification in administration or office management is desirable. University degree in business or Public administration desirable but not a requirement

Work Experience:

• 7 years of progressively responsible administration or programme support service related experience is required.
• Candidates with experience in dealing with GFATM projects would be having a distinct advantage
• Experience working with GFATM supported projects is highly desirable.
• Experience in working in high-pressure environments.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Languages:

Fluency in both written and spoken English and Arabic. Knowledge of another UN language is desirable

All applications must be submitted online. Applications received through other means will not be considered.