In order to provide strategic planning, programmatic and operational management and oversight to the GF portfolio to achieve the defined programme goals, targets and effective delivery, a dedicated Project Management Unit (PMU) has been established.

Under the guidance and supervision of the Head of Operations, the Administrative ensures smooth functioning of the PMU. The Administrative Assistant provides leadership for the administrative functions of the PMU and supervises the transport assistants and office assistant. S/he will support the creation of e-requisitions and support travel arrangements by ensuring compliance of travelers to UNDP policies and procedures.

The Administrative Assistant serves as focal point for all communication and appointments with the Project Manager coming from the internal and external partners.

• Manages the schedule / calendar for the Project Manager with external and internal parties including visitors from external organizations, other UN agencies, National institutions, Global Fund, UNDP Global fund support team and LFA Missions to the PMU, HQ and country office staff, as well as internal and external meetings, determining priority requirements.
• Assist the Country Office Travel Unit in the facilitation of all international travel for the PMU.
• Prepares of briefing materials for appointments, meetings, missions.
• Maintains rosters of important contacts and telephone lists.
• Prepares moderately complex correspondence, on behalf of Project Manager for his/her signature and making follow-up when required.
• Manages e-mail and correspondence flow, ensuring prioritization and effective follow-up.
• Takes minutes of the PMU Heads of Unit meetings

Ensures provisions of effective communications support to Project Manager focusing on the achievement of the following results:

• Reviews of correspondence for proper clearance prior to the Project Manager’s signature.
• Distributes outgoing correspondence cleared or signed by the Project Manager.
• Directs responses to inquiries or redirect them to the substantive focal points within the PMU.
• Maintains register for all outgoing and incoming and ensure all correspondence is properly filed.
• Maintains of the PMU – Administration filing system.
• Coordinates the information flow in the PMU and follow-up.
• Facilitates information sharing between Project Manager and CO Senior Management.
• Follows up on deadlines, commitments made, actions taken.
• Screens all incoming calls and correspondence

Provides support to effective advocacy of the UNDP and Global Fund PMU activities in close consultation with the Project Manager focusing on the achievement of the following results:

• Supports the Project Manager in facilitating his/her interaction with various external partners.
• Maintains information on the Project Manager’s official activities.
• Prepares public information materials / folders as requested.
• Organize official meetings for the Project Manager

Provides administrate support to PMU focusing on achievement of the following:

• Maintains proper control of the supporting documents for Project Manager’s Travel.
• Maintains control system for internal expenditures which ensures that Requisitions and POs are processed in Quantum.
• Assist the PMU Asset Focal Person and maintain the asset register for the PMU assets.
• Initiates request for procurement of office computers and office supplies for the PMU.
• Ensures relevant cost recovery measures are undertaken.
• Ensures that all assets in custody of PMU staff and employees are recorded and a log of movements of assets is kept.

Provides support to effective management of PMT Transportation by focusing on achievement of the following results:

• Management of PMU Drivers and ensure that drivers are dispatched, and vehicles are assigned for effective conveyance of PMU staff and visitors to external meetings and missions.
• Management of vehicle maintenance schedule for all PMU vehicles including schedule for timely service, repairs, cleaning, and ensure accurate completion of daily vehicle logbooks by Drivers.
• Preparation of schedule of monthly fuel usage for all PMU vehicles and ensure accurate payment of monthly fuel invoice.
• Ensure that all required documents and records such as vehicle insurance, vehicle logbooks, first aid kits, maps, and office directory, are available for each vehicle.

Ensures facilitation of knowledge building and management focusing on achievement of the following results.

• Contributions to knowledge networks and communities of practice.