Project Officer

UNDP works in about 170 countries and territories, helping to achieve eradication of poverty, and the reduction of inequalities and exclusion. It helps countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience to sustain development results. Present in Guinea-Bissau since the signature of the Cooperation Agreement with the Government of Guinea-Bissau on 29 June, 1975, immediately after the independence, UNDP focuses its interventions in the country in the support to democratic governance, sustainable, inclusive and resilient development, working for a future that offers equality, dignity and opportunities for all following the commitment to the 2030 Agenda for Sustainable Development. UNDP is partnering with the Government of Guinea-Bissau, local and international NGOs, the sister UN agencies, Civil Society Organizations, private sector and local communities to identify local solutions to face global and national development challenges through access to methodology, knowledge sharing, consulting and wide network of technical international cooperation.

UNDP is a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GF) and is the UN agency assuming the role of temporary Principal Recipient of GF grants in “exceptional circumstances” since 2013. In its role as Principal Recipient, UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and delivery service. UNDP’s management role consists in implementing grants, ensuring financial accountability, and strengthening capacity of national and international counterparts for pro-gramme management and financial accountability. UNDP has been a Global Fund (GF) Principal Recipient (PR) since GF first supported Guinea Bissau’s efforts to combat HIV/AIDS, Tuberculosis (TB) and Malaria in 2003. Over the years, through successful capacity development, the PR function for TB and HIV/AIDS has been transferred to the Ministry of Health and SNLS. Following the 2012 coup d’état, in 2013 UNDP was requested by the Country Coordination Mechanism (CCM) in Guinea-Bissau and the Global Fund to resume its PR role for the Malaria and TB grants. In 2016 based upon capacity development, UNDP again transferred PR-ship to MOH for the TB grant. For the €30m GF Grant Cycle 7 (GC7) 2024-2026 Malaria and Health Systems Strengthening grant, UNDP was selected by the CCM and GF as PR. For the implementation of the Global Fund project, in 2013 UNDP Guinea Bissau re-established a Program Management Unit (PMU) that coordinates the implementation of the projects and provide general guidance of Global Fund rules and procedures to all Sub Recipients participating in the implementation of the projects. The Project Officer will support/work for GF Project within the UNDP GNB Health / Global Fund Team and provide support in the design, planning and management of the GF projects by managing data and facilitating programme/project implementation, while ensuring effective and transparent utilization of financial resources and integrity of financial services. The Project Officer promotes a client-oriented approach consistent with UNDP rules and regulations. The Project Officer works in close collaboration with the operations, finance and monitoring and evaluation teams within the Team, the Country Office (CO) and UNDP HQs staff for resolving complex programme-related issues and information delivery

The Project Officer will undertake duties under the direct supervision of the Head of the Health / Global Fund Team and will directly supervise one administrative assistant and indirectly five drivers. The Project Officer will undertake the following Functions: 1. Ensure support to administration and implementation of programme, operational and financial management strategies and to adaptation of processes and procedures as per UNDP POPP: - Full compliance with UN/UNDP/GF rules, regulations, and policies of Programme and Project Management (PPM) activities, project quality assurance, operational recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented resources management system. - Health/Global Fund Team Projects’ processes mapping and elaboration of the content of internal Standard Operating Procedures in programme and operations in consultation with senior management. - Effective application of RBM (Results Based Management) tools and establishment of management targets. Establishment of the mechanisms to track use of RBM tools and maintenance of RBM database. - Presentation of information/reports on programme/project support, interventions and areas requiring corrective action. - Implementation of the Teams’ partnerships and resources mobilization strategies, preparation of reports, elaboration of conditions of contributions within the CO resource mobilization efforts. 2. Support to Health / Global Fund Team Projects’ programme management, administration of activities, budgets and effective donor reporting: - Presentation of thoroughly researched information for preparation of project documents’ drafts, partnership agreements, work plans, budgets, proposals on implementation arrangements, respecting both UNDP and donors’ compliance rules. - Undertake field visits, collect and share mission reports with stakeholders - Initiation of projects, entering project into Quantum, follow up on Programme Portfolio Pipeline and Project Tree in Quantum and Preparation of required budget revisions, working with UNDP CO PMSU (Project Management Support Unit). - Entry of data of new grants into Quantum in the form of Annual Work Plans (AWPs), monitoring of AWPs status. - Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources. - Follow up on performance indicators/ success criteria, targets and milestones, preparation of reports including donor reports. - Analysis of the situation in programme, provision of information/reports identification of operational and financial problems, development of solutions. - Preparation and conduct of audit of Direct Implementation (DIM) projects, implementation of audit recommendations. - Accuracy verification of Combined Delivery Reports and follow-up on their signing by National Counterparts. Regular monitoring of the Cluster Portfolio delivery. - Periodic monitoring of dashboards and exceptions, identification of the remedial actions in coordination with the supervisor. 3. Provide oversight to the administrative support to the Programme/Project Portfolios: - Provide guidance to routine tasks and supervise one (1) admin assistant and five (5) drivers, offering adequate responses to operational and logistical problems, as part of the PMU Coordination Team. - Prepare meeting minutes, translate documents, organize events, fleet management, draft official letters to partners, manage office space and supplies, coordinate onboarding of new staff and other administrative tasks, as required. - Creation of receipts and vouchers, maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum, Quantum+, etc. - Coordination with finance associate for timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. - Provide oversight for effective administrative and logistical support to the programme portfolios, as required. - In coordination with finance, contribute to the asset plan revision and consolidation, both Team and of the projects’ partners. 4. Support in creating strategic partnerships and implementation of the communication and resource mobilization strategy: - Analysis of financial information on donors, preparation of donor’s profile and database. Track and reporting on mobilized resources. - Support drafting of agreements, project documents and amendments when necessary. - Contribute to inform Programme and Project Staff on different donor reporting requirements, donor report; monitoring of programme, procurement and financial reports to be submitted to donors. 5. Facilitate knowledge building and knowledge sharing, guidance to all stakeholders on the Programme/Project Portfolios: - Contribute to inform Project staff on UNDP administrative and operational activities. - Foster use of knowledge sharing corporate tools, such as QUANTUM, SharePoint, MS Teams, Task to Do, among others. - Organization of training for the operations/programme/projects staff on programme and operations management and RBM. - Synthesis of lessons learned and best practices in programme and project finance. - Focal point in the Team for Communication strategy, Gender strategy, Resident Coordination Office, ROAR (Results-Oriented Annual Reporting), SES (Social and Environmental Standards), Risk and PQA update in system(s).