Project Associate

The countries of the Eastern Mediterranean Region which are eligible to receive the Global Fund grants, together form a Constituency and have a voting seat on the Board of the Global Fund to Fight AIDS, Tuberculosis and Malaria.

The Board is composed of twenty voting members, including representatives of donor and recipient governments, NGOs, the private sector (including businesses and foundations) and affected communities. Key international development partners also participate in Board.

The Eastern Mediterranean Region Constituency (EMRC) is one of the 10 constituencies representing implementing countries at the Board of the Global Fund to Fight AIDS, Tuberculosis and Malaria. The EMRC represents 14 countries of Middle East and North Africa region. 

Each Constituency has permanent representatives at the Global Fund Board: the Board Member and his/her Alternate, assisted by the Constituency Communications Focal Point (CFP). The elected representative of the Constituency serves as voting member on the Board and is responsible to represent the position of the region in the Board Meeting and to cast a vote on all necessary Board Decisions. The vote is accounted as the position of the Constituency. 

The Eastern Mediterranean Region Constituency (EMRC) activities, are coordinated through its Secretariat which is currently based in Tunisia. 

The UNDP has been designated as the receipient organization for the constituency funding and hence will support the EMRC Secretariat to perform its mandate.

With this regard, UNDP is looking for a Project Associate who will support efficient administration and proper reporting of the project entitled “Support to Eastern Mediterranean Region Constituency 2023-2025”. The incumbent will be responsible for the financial and administrative management of the project activities and provide assistance in the preparation of quarterly and annual work plans and progress reports for review and monitoring by UNDP. The incumbent will develop and implement the project, financial and administrative actions that the project require in an efficient and effective manner, in order to achieve the project results and targets.

2.      Scope of Work 

The specific duties and responsibilities during the assignment will include, but not be limited to, the following:

1- Project Assistance

Provides support for the administration and implementation of project activities focusing on achievement of the following results:

• Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies;
• Provide support to procure goods and services required by the project, in liaison with the relevant staff and units of UNDP Country Office.
• Provide administrative support in arranging project related meetings, workshops, and conferences 
• Participate in the preparation of work plans, operation plans and procurement plans and periodical reviews thereof;
• Provide support in quality control of project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery;
• Maintain an appropriate filing system documenting the implementation of approved work-plan activities;
• Provide support in regular monitoring and data collection of project activities in accordance with work-plan and procurement plan;
• Provide general secretarial and administrative assistance to the project in close liaison with UNDP teams and the Board Member.

2- Financial assistance

Provide general financial support to the project, focusing on achievement of the following results:

• Assist project team in drafting quarterly and yearly project progress reports concerning financial issues;
• Assist project management in performing budget cycle: planning, preparation, revisions, and budget execution;
• Provide assistance to partner agencies involved in project activities, performing and monitoring financial aspects to ensure compliance with budgeted costs in line with UNDP policies and procedures;
• Monitor project expenditures, ensuring that no expenditure is incurred before it has been authorized;
• Perform preparatory work for mandatory and general budget revisions, annual physical inventory, auditing; and assist external evaluators in fulfilling their mission;
• Prepare all outputs in accordance with the UNDP administrative and financial office guidance;
• Ensure that all project financial activities are carried out on schedule and within budget to achieve the project outputs;
• Perform all other financial related duties, upon request.

3- Administrative assistance

Provide general administrative support to the project, focusing on achievement of the following results:

• Ensure that UNDP procurement rules are followed during procurement activities that are carried out by the project and maintain responsibility for the inventory of the project assets;
• Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, in cooperation with the UNDP Operations Unit.
• Organization of workshops, conferences, retreats, including travel arragement;
• Take own initiative and perform daily work in compliance with annual work schedules;
• Coordination of surveys, DSA, travel agencies, organization of common services and other administrative surveys,

Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.

4- Information management assistance

Provides assistance to enable timely information gathering and research focusing on achievement of the following results:

• Monitor the news and prepare of brief synopsis of relevant news items;
• Assist in undertaking information gathering and basic research for use in briefings and background papers;
• Assist in updating matrices to map activities of stakeholders and assistance providers for improved coordination;
• Compile, organize and file of information and documents for reference and use by team members.

5- Other

Performs any other tasks assigned by the project supervisor.

3.  Institutional Arrangement

The Project Associate will execute the duties and responsibilities outlined above under the guidance and supervision of the Team Leader of the Governance Cluster and in close coordination with the Chair of the Secretariat.

4. Competencies

Cross-Functional & Technical competencies 

5. Minimum Qualifications of the Successful NPSA

6.      Travels 

The incumbent may be required to travel to carry out the assignment.  

7.  The following documents shall be required from the applicants:

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.