Programme Assistant – Community Led Monitoring, Harare, Zimbabwe - Tenders Global

Programme Assistant – Community Led Monitoring, Harare, Zimbabwe

Joint United Nations Programme on HIV/AIDS (UNAIDS)

Duty station:  Harare Zimbabwe

Serving Communities and Countries to End Inequalities and AIDS

We, the Joint United Nations Programme on HIV/AIDS, lead the global effort to end AIDS as a public health threat by 2030. By placing the Sustainable Development Goals (SDGs) related to reduction of inequalities at the heart of our work, we lead the global response to AIDS by: (i) maximizing equitable and equal access to HIV services, (ii) breaking down barriers to achieving HIV outcomes, and (iii) integrating efficient HIV responses into wider health and protection systems.

We are committed to creating an equal, safe and empowering workplace culture where all people in all their diversity thrive. We offer live our values of Commitment to the AIDS Response, Integrity and Respect for Diversity. You can access the full UNAIDS Competency Framework
The East and Southern Africa Regional Office provides leadership and coordinates support for an expanded UN system response to ending the AIDS epidemic at regional and country level. Equitable Financing works hand in hand with countries in developing and supporting the full design and implementation of equitable financing advocacy strategies, providing technical guidance and knowledge, capacity building to ensure a minimum standard for UCOs, as well as clear and signed off policy on critical areas to ensure a sustainable response to the HIV pandemic and related areas.

The Zimbabwe Office provides leadership and coordinates the expanded UN system response in Zimbabwe. Using an equity and equality lens as part of the Sustainable Development Goals (SDGs), the Zimbabwe Office scales up HIV services focused on key populations and locations most at risk. The Zimbabwe Office promotes effective use of strategic information to better understand and track the epidemic and its trends, and to measure progress and sustainable impact of the response in Zimbabwe. It supports efforts to strengthen the capacities of communities and their meaningful engagement in health, social protection, and human rights mechanisms, and provides support and technical guidance as necessary to national partners and policymakers.
Main tasks and Responsibilities of the Position:
Under the supervision of the Equality and Rights for All Officer, the Programme Assistant has the following key responsibilities:

1- General administrative support :
a- Coordinate and ensure smooth CLM workflow with team leads; HQ Project Coordinator, CDC/PEPFAR Implementation Advisor, Equality and Rights Officer and the CLM Project lead.
b- Ensures the smooth running of the office by maintaining close contact with a broad range of staff at all levels throughout UNAIDS. Serves as a focal point for all CLM financial, matters, answers queries and provides ongoing advice and/or resolves issues. When required, prepares administrative guidelines and ensures their implementation and conducts meetings, trainings and other forms of capacity building to brief other CBO staff on new and/or revised rules and procedures.
c- Ensures that all necessary administrative authorizations are obtained, that all mandatory requirements are fulfilled and that all relevant UNAIDS systems and registers are maintained up to date and to standard.
d-Support establishment of the CLM Grant Management Unit at UNAIDS and the hosting of the TA team at ZNNP+.
e-Assist in conducting pre-award assessment for all partners; – Establish and maintain electronic and hard files for all grants as per CDC/UNAIDS practices
f-Maintains office/programme/project files for completed and on-going CLM activities in paper or electronic form for monitoring purposes as required. Produces ad hoc administrative reports as required.
g-Work closely with the members of the grants management team to implement a consistent- hard copy / electronic filing structure and system for financial information and contracts related to grants. Ensure all grant files are organized and well managed for planning and preparation of donor reports and project monitoring.
h-Work collaboratively with the other grants management team members in overseeing sub-grant functions including monitoring of grant periods/due dates and close out of the sub-grant awards.
i-Implement policies and procedures around the administration and monitoring of grants, and procedures designed to comply with donor regulations. Articulate CDC/UNAIDS financial management policies relevant to the management of the CLM grant
j-On own initiative or as instructed, drafts or prepares in final version general and administrative correspondence. Checks correspondence submitted for clearance for consistency, style, accuracy and compliance with corresponding rules and procedures. Prepares presentations, edits documents or liaises with originators to eliminate deficiencies, when necessary.

2-Support to substantive programme and operational development and implementation :
a-Ensure adequate response and monitoring to implement recommendations of all financial audits and partner capacity assessments
b-Provides assistance in the implementation of department / division / office / programme / project substantive activities such as: organizes or assists with the organization or coordination of meetings, seminars and training workshops; preparing notes, meeting minutes, agendas, hand-outs and other materials for the events; preparing and/or coordinating office/programme/project travel plans and visits for the responsible staff or external stakeholders.
c-Performs routine research activities, collects and compiles statistical and other qualitative and quantitative information from a variety of sources on subjects relevant to the department / division / office / programme / project substantive activities to facilitate preparation of reports, working papers, and presentations with minimal or appropriate guidance, as required.
d-Prepares contracts and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables as assigned to ensure that goals and objectives of projects are met and to support CLM program implementation.
e-Ensure complete documentation is on file for all partners within portfolio and that files are audit ready.
f-Provide secretarial support to the selection process of CBOs through evaluation of concept notes
g-Within the delegation of authority, liaises with official contacts on administrative and organizational issues related to the involvement of government, donors, partners and beneficiaries in substantive activities as well as on issues related to collaboration with other UN agencies.
h-If requested, participates in meetings, committees, selection processes and alike undertaking administrative, organizational, coordination or substantive – within the delegation of authority – arrangements, drafting documents and reports and providing administrative procedural advice.

3-Financial transaction and monitoring support :
a-In compliance with UNAIDS financial rules and reporting policies, carries out transactions using the designated corporate platforms and systems, ensuring accuracy of budget lines, records, receipts, payments, balances, expenditures and other data.
b-Facilitates disbursement of financial resources and holds grantees to account for resources through implementation as well as impact monitoring and evaluation.
c-Review and/or enter data into ERP to ensure grant information is captured accurately for the grants CBO portfolios. Manages grant agreements between CLM implementing CSOs/CBOs and processing grant award amendments..
d-Provide support in tracking and reporting of financial performance of grants
e-Support the Grants Team in review of grantee invoices, financial reports and processes to ensure donor compliance.
f-Organize grants documentation for scanning and for sending to HQ
g-Work collaboratively with other grants team members in grants closeout activities
h-Enter and capture ACTs workplan and budget and small grants budget for the selected CBOs, in compliance with CLM Grants regulations.
i-Carry out internal control missions – in close collaboration with the team leads to assess adequacy of compliance with applicable regulations, policies and procedures.
j-Advise on UNAIDS and basic accounting records to be maintained by the partners (CBOs) before start of grant.
k-Perform on-going monitoring and assessment of partner capacity to accurately record and post all transactions.
l-Assist in tracking outstanding grants’ reporting and/or compliance items required for the submission of the overall grants budget to HQ
m-Assist with the financial and administrative aspects of grantees’ projects, review budget changes and other supporting documents
n-Maintains and monitors financial records and daily transactions, including but not limited to reviewing financial documents to record and reconcile expenditures, balances, payments, statement of accounts and other records. Selects and enters data, makes additional calculations and ensures inclusion of all relevant data; checks sources and verifies accuracy; identifies discrepancies and remedies these, seeking advice from supervisor and/or others, when necessary.
o-Draft reports for budget preparation and audits.
p-Brief and assist staff on basic financial procedures and requirements with respect to payments, entitlements, banking and currency control provisions and other requirements relating to accounts and finance. Within the delegation of authority, provides advice on appropriate procedures to be observed in the disbursement of funds and in monitoring and effective fund utilization.
q-Perform other related duties as assigned, including replacing and/or backstopping for others.
Post-secondary or paraprofessional training or certification in an area related to office administration and/or accounting and financial management.
Higher education
UNAIDS Values:
– Commitment to the AIDS response.
– Integrity
– Respect for diversity

Core competencies:
– Working in teams
– Communicating with impact
– Applying expertise
– Delivering results
– Driving change and innovation
– Being accountable

Managerial competencies:
– Leading teams
– Building relationships and networks
– Developing and empowering others
– Managing performance and resources
– Vision and strategic thinking
– Exercising sound judgement

A minimum of six years of progressively responsible experience in general office administration experience, including experience in dealing with financial matters. Knowledge of and/or familiarity with the administrative processes of international organizations.
Knowledge of and experience with UNAIDS or WHO administrative policies. Experience in the supervision of administrative personnel and the use of ERP systems.
Advanced level of English and the official language in the duty station.
Knowledge of additional UN official languages.
Additional Information:
Additional Information:
Please note that for this vacancy, candidates must be nationals of Zimbabwe or legal residents with a valid Zimbabwe residence or work permit A valid passport will be requested. You are required to reside within reasonable commuting distance of the UNAIDS office located in Harare. Furthermore, only online applications will be accepted.
Other similar positions at the same level may be filled from this vacancy notice.

Annual salary: (Net of tax)
29,307 United states dollars at single rate

Applicants will be required to take a test. Applicants will be contacted directly if selected for an interview.

Applications from people living with HIV are particularly welcome. Applications from women and from nationals of non- and under-represented member states are particularly encouraged.

Any appointment/extension of appointment is subject to the Staff Regulations and Rules of the World Health Organization (WHO) adjusted, as necessary, to take into account the particular operational needs of UNAIDS, and any subsequent amendments.

Only candidates under serious consideration will be contacted.

Note: The paramount consideration in the appointment, transfer or promotion of staff is the necessity of securing the highest standards of efficiency, competence and integrity. The medical criterion for recruitment is fitness to work in the particular post. The United Nations HIV/AIDS Personnel Policy clearly stipulates that no staff and/or potential candidates shall be discriminated against on the basis of real or perceived HIV status. HIV infection, in itself, does not constitute lack of fitness to work. There is no obligation to disclose HIV-related personal information.

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