Project Support Assistant

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Position Title: Project Support Assistant
Location: Luanda
Country: Angola
Deadline Date:

Job Details

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that aims to eradicate poverty and reduce inequalities through sustainable development. Established in 1965, UNDP operates in over 170 countries and territories, working with governments and communities to address development challenges. The organization focuses on various areas including nature, climate change, energy, and waste management, promoting integrated governance approaches and nature-based solutions. UNDP's mission is to support countries in achieving the Sustainable Development Goals (SDGs) and the Paris Agreement, ensuring that no one is left behind in the development process.

Job Overview:
The Project Support Assistant will play a crucial role in supporting the implementation of the GEF8 Umbrella program for the development of the first National Biodiversity Finance Plan in Angola. This position involves assisting the Project Lead Finance Analyst and the technical team in various administrative and communication tasks. The Project Support Assistant will be responsible for managing internal and external communication processes, organizing meetings and retreats, handling travel logistics, and providing administrative support to the Project Coordinator. The role requires a proactive approach to ensure the efficient functioning of the Project Implementation Unit (PIU) and to promote the image of UNDP as an effective contributor to the development of the country. The incumbent will also be expected to contribute to the design of communication strategies and support the dissemination of critical information.

Duties and Responsibilities:

• Support the Project internal and external communication processes by contributing to the design of the communication strategy, promoting digital media usage, preparing correspondence, documenting meetings, and assisting in the translation of project documents.
• Manage the circulation of documents and correspondence within the PIU by designing and maintaining a filing system, ensuring compliance with workflows, and archiving critical documents.
• Support the organization of PIU meetings and retreats by booking venues, drafting agendas, organizing logistics, and procuring necessary materials.
• Organize travel for Project staff, Partners, and Consultants by processing travel requests, ensuring compliance with UNDP regulations, and managing hotel reservations and visa applications.
• Support the management of Project assets and resources by identifying stationery needs, managing inventory, and ensuring the proper functioning of office equipment.
• Provide administrative support to the Project Coordinator by managing correspondence, setting up meetings, assisting with document signatures, and monitoring leave records.

Required Qualifications:
The position requires a secondary education with specialized certification in management, business administration, or a related field, or a university degree in Economics, Business Administration, International Development, Public Administration, or Social Sciences. Candidates should possess strong communication skills, both written and oral, and demonstrate good analytical, problem-solving, and organizational abilities. A client-oriented approach and the ability to negotiate with stakeholders are essential. Previous experience working for an international NGO or UN agency is highly desirable.

Educational Background:
Candidates must have either a secondary education with specialized certification in management or a university degree in relevant fields such as Economics, Business Administration, International Development, Public Administration, or Social Sciences. This educational background is crucial for understanding the complexities of project administration and management within the context of UNDP's operations.

Experience:
The position requires a minimum of 5 years of professional experience in project administration for candidates with secondary education, or 2 years of experience for those with a bachelor's degree. Experience in using Office software packages, particularly Word, Excel, and PowerPoint, is essential. Familiarity with web-based management systems and organizing events, including virtual ones, is an asset. Candidates should also have experience in correspondence management and logistics arrangements for travel and field activities.

Languages:
Fluency in English is mandatory, and knowledge of Portuguese is highly desirable given the location of the position in Angola. Additional language skills may be considered an asset, particularly those relevant to the local context.

Additional Notes:
This position is full-time and will be under the direct supervision of the Sustainable Finance Analyst, who serves as the Project Lead. The role may involve working closely with various stakeholders, including government officials and international partners. UNDP emphasizes a zero-tolerance policy towards sexual exploitation and misconduct, ensuring that all selected candidates undergo rigorous reference and background checks. The organization is committed to diversity, equity, and inclusion, encouraging applications from marginalized or excluded populations.