Fund Secretariat Support Manager

  • Added Date: Thursday, 17 October 2019
  • Deadline Date: Friday, 01 November 2019

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The MPTF Office is a UN center of expertise on pooled financing mechanisms. It supports development effectiveness and UN coherence through the efficient, accountable and transparent design and administration of innovative pooled financing instruments as well as provision of other services in support of fund operations. The MPTF Office’s current portfolio is about $ 12 billion in total (around USD 1 billion/year) and includes 80 to 90 ongoing pooled financing mechanisms (country-level and global MDTFs, Joint Programmes and National Funds), established for humanitarian, transition, development and climate change activities (see also Housed within UNDP, the MPTF Office is firewalled from all UN implementing entities, UNDP included. The MPTF Office’s core function as Administrative Agent focuses on pooled fund design and administration, with the specific responsibilities documented in the UNDG protocol on the Administrative Agent.
In addition to these services, the MPTF Office also has service line for Secretariat Support services. Up to recently, this support was mainly directed towards a limited number of newly established global or regional funds, for which at the establishment no (interim) secretariat support arrangements were in place.  Since then, the number of funds for which the secretariats are (administratively) hosted by the MPTF Office has increased, though always clearly separated from the MPTF Office’s Administrative Agent function. At the same time, the Office has also been expanding the set of tools and systems to support the work of fund secretariats. This includes notably the new MPTF Office Gateway platform (tentatively scheduled for go life in December 2019), which has specific features built-in for Fund Secretariats, such as a Grant Management System.
Based on a review of the experience with fund secretariat support services, the MPTF Office has decided to create a new position of Secretariat Support Manager. This fixed term position will enhance its in-house staff capacity for secretariat support, so that it can better service its current and future clients. The new position is part of the MPTF Office team that consists of over 30 staff members, most of whom work on the MPTF Office’s core services of UN pooled fund design and administration.

Under the direction of the Deputy  Executive Coordinator of the MPTF Office and the under overall guidance of the MPTF Office Executive Coordinator, the Fund Secretariat Support Manager’s responsibilities will include the following main functions

Focal point for knowledge management around the Fund Secretariat function

  • Lead the MPTF Office’s knowledge management around Fund Secretariat Support services.
  • Coordinate the development and continuous updating of the MPTF Office Secretariat Toolkit for use by fund secretariats, and ensure its full alignment with the MPTF Office Operations Manual and Design Manual, and the MPTF Office Gateway.
  • Ensure the preparation and dissemination of easy-to-use tools, templates and other products for fund secretariats, including within the framework of the preparation of fund specific operations manuals.
  • Upon request, brief and train new Fund Secretariat staff on the content of the Secretariat Toolkit
  • Organize regular exchange among interested Fund Secretariat staff around different aspects of the Fund secretariat role
  • Provide inputs into the updating of the MPTF Office Operations Manual and MPTF Office Design Manual
  • Advise MPTF Office staff on aspects related to the Fund Secretariat role in the design of new pooled funds, including during the MPTF Office internal Fund Proposal Appraisal meetings for new funds.

Focal point for the Grant Management System in the new Gateway platform

  • Be part of the core MPTF office team in charge of ensuring smooth roll-out and well-functioning of the new MPTF Office Gateway
  • Support on an ongoing basis the use of the Grant Management System (GMS), developed as part of the MPTF Office Fund Management System in the new MPTF Office Gateway, by Fund Secretariats of funds administered by the MPTF Office
  • Develop and roll-out a training package for fund secretariats on the GMS features of relevance to fund secretariats.  
  • Suggest additions and modifications to the GMS, based on lessons learned on GMS performance and evolving client demands, develop the relevant specifications, and work with the clients, relevant MPTF Office and IT colleagues through the development, design and testing of these modifications.

Other secretariat support and Gateway related tasks

  • Develop and maintain a roster of human resources that could support the fund secretariat function of newly established funds.
  • Upon request and using an agreed cost-recovery model, provide ad hoc support to newly established funds and fund secretariats, covering the list of generic secretariat support services as per UNDG guidance: (a) Advise the Steering Committee (SC) on strategic priorities, programmatic and financial allocations; (b) Provide logistical and operational support to the SC; (c) Organize calls for proposals and appraisal processes; (d) Ensure the monitoring of the operational risks and Fund performance;  (e) Consolidate annual and final narrative reports; (f)  Facilitate collaboration and communication between PUNOs; and (g) Liaise with the AA on fund administration issues.
  • Provide back-up support to other MPTF Office team members that have the lead on other work streams related to the MPTF Office Gateway.
  • Perform other functions of similar complexity linked to secretariat support and the MPTF Office Gateway that may be identified due to e.g. evolving client demand and changes in the external environment.



  • Ability to make new and useful ideas work    


  • Ability to persuade others to follow    

People Management

  • Ability to improve performance and satisfaction    


  • Ability to listen, adapt, persuade and transform    


  • Ability to get things done while exercising good judgement    

Fund Operations

  • Knowledge of the technical and programmatic support functions normally undertaken by a fund secretariat to facilitate the work of a steering committee of a major UN or national Multi-donor trust fund    

Knowledge Management

  • Ability to capture, develop, share and effectively use information and knowledge    

Fund Systems

  • Knowledge of the use, management and further development of the MPTF Office GATEWAY and/or other specialized ICT systems to respond to evolving demand for pooled financing mechanism      

Operational Efficiency

  • Ability to identify and execute opportunities to improve operational efficiency  

Fund Architecture Design    

  • Knowledge of issues related to fund establishment and viability, including business case development, result-based management system, governance arrangements, and negotiating and finalizing legal agreements and structures    


  • Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships     



  • Master’s degree (or equivalent) in one or more of the following disciplines: international development, economics, social studies, business studies and other related fields.


  • At least five years of progressively responsible experience in an international development organization, focusing on programme development, implementation, monitoring and/or reporting.
  • Experience in developing and documenting procedures, tools and templates in a UN setting;
  • Experience with web-based fund integration tools or similar online IT tools as used by other Fund Trustees;
  • Knowledge of and previous experience with UN Pooled Financing Mechanisms; experience of working as a pooled fund secretariat is a distinct advantage;
  • Knowledge of and previous experience in UNDP and/or another UN operational agency desired.

Language Requirements

  • Fluency in English, both written and oral. Working knowledge of French and/or Spanish is a distinct advantage.


  • Strong technological awareness and solid experience using a range of standard IT software.

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 1 Year with possibility for extension

This vacancy is archived.

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