Program Assistant – Community Led Monitoring, Harare

United Nations

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.

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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.

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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.

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