Project Associate (NPSA6), Bangkok, Thailand
Organization: UNDP - United Nations Development Programme
Office: UNDP Regional Centre in Bangkok
Closing date: Tuesday, 24 May 2022
Job Identification : 3608
Locations : Bangkok, Thailand
Posting Date : 05/10/2022, 05:13 AM
Apply Before : 05/24/2022, 04:59 PM
Degree Level : Secondary School Leaving Certificate
Job Schedule : Full time
Agency : UNDP
Grade : NB3
Vacancy Type : National Personnel Service Agreement
Practice Area : Governance
Bureau : Regional Bureau for Asia and the Pacific
Contract Duration : 10 months
Education & Work Experience : Bachelor’s Degree - 3 year(s) experience OR High School certificate- 6 year(s) experience
Required Languages : English and Thai
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work is carried out at HQ, Regional and Country Office levels, and forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains. The governance and Peacebuilding (GP) Team in the Bangkok Regional Hub (BRH) working in the Asia Pacific Region is one of them.
The GP Team in BRH works with relevant teams and specialists within BRH and in other Regional Hubs, HQ, Country Offices and the Oslo Governance Global Policy Center. It is responsible for contributing substantive policy and programme advisory services to multiple Asia-Pacific Country Offices and applying products and tools relevant to the thematic area. Working to ensure quality and coherent policy and programme advisory services, advances the credibility and recognition of the organization’s programmes in this thematic area.
To support the delivery of our programmes, a Project Associate is needed to provide ongoing project and administrative assistance and support to the projects as assigned by the Governance and Peacebuilding Advisor (s) of UNDP BRH, performing a variety of standard administrative and financial processes ensuring high quality and accuracy of work.
Project Associate will work in close collaboration with the operations, programme and project staff in UNDP BRH, UNDP Country Offices (COs) and UNDP HQ as required supporting effective programme delivery and come under the supervision of the Project Managers of the projects assigned to the project assistant.
Duties and Responsibilities
The Project Associate will work under the supervision of PVE Project Manager and provide support to Peace team members in all administrative and procurement processes in the programme implementation to accelerate its delivery and ensure the processes align with UNDP’s rules, regulations and practices.
The Project Associate will work with project teams to provide support in implementing various project activities in GP team, UNDP BRH. The scope of work includes: Supports management and implementation of programme/project activities focusing on achievement of the following results:
Provide administrative and logistical support to the Team; handle travel services for staff and meeting participants.
Performs a role of Originator (travel arranger) and Travel Processor (certifying officer) to facilitate official travel according to UNDP Rules and Regulations
Efficient facilitation of regional workshops, team meetings and other related conferences including but not limited to logistics, administrative and procurement support;
Coordinate with various suppliers/service providers needed for the workshop (e.g. venue, equipment, consultants, etc.) obtain quotations and process payments to these suppliers
Assist in developing procurement plans for assigned projects to ensure compliance with UNDP policies and standards.
Support in recruitment for project related-staff/consultant/intern; assist in preparing the TOR, selection memo, budget, and coordinating with candidates.
Assist in procurement of goods and services including Individual Contracts, Institutional Contracts, Contracts for Professional Services, LTAs and ensure supporting documentation needed for contract files is obtained
Work closely with the procurement team to plan and manage procurement and operational activities.
Efficient consultant management including contractual process, well-monitored milestones and deliverables
Support in processing payments of ICs, contractual services and vendors and provide quality checks of vouchers in terms of accuracy and documentation.
Assist in reviewing and keeping track of planned activities as well as assessing the progress toward and the achievement of planned targets in accordance with Annual Work Plan (AWP).
Support in consolidating the data from multiple ATLAS financial reports, including expenditures and commitments monitoring and tracking.
As applicable, include any relevant data/information/policy framework that may be required for each activity.
Leads maintenance of the inventory of programme/project assets/equipment and programme/project correspondence and files
Supports the team in providing guidance to the country and project offices on routine implementation of the project, tracking the use of financial resources.
Any other functions to be assigned by the supervisor and/or regional advisors, Peace team, UNDP BRH
Supports budget management and donor reporting focusing on achievement of the following results:
Effective support to UNDP’s internal financial management including undertaking necessary ATLAS system to support finance solutions on budget management, prepare of budget/project award revisions, and generate of relevant financial reports
Coordinate with the Team in AWP preparation and project budget revisions, ensuring that activities, targets and benchmarks have been formulated according to standard procedures and meet the programmatic standards and agreements with the donor and partners.
Preparation of relevant information, specifically related to reports and financial analysis
Supports the preparation of relevant documents and review of donor/third-party contribution agreements, managing contribution in the Revenue Management system
Assist in the process of projects‘ audit assurance activities and evaluations
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies: Business Management:
Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers‘ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients‘ immediate request. Ability to anticipate clients‘ upcoming needs and concerns.
Operations Management: Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
Administration & Operations:
Travel policy and procedure: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff /Rules, administrative circulars and financial regulations and rules on travel-related matters.
Finance planning and budgeting: Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting.
Required Skills and Experience
Secondary education is required; or Bachelor’s degree in Public Administration, Economics, Political Science, Social Sciences, Business Administration, Human Resource and any other related fields will be given due consideration
Minimum 6 years of relevant administrative experience for secondary education or 3 years for a bachelor’s degree of relevant in programme and administrative support
Experience working with UNDP and/or UN system or other International organizations would be desirable
Demonstrated ability to manage workshops/events organization support and/or logistical arrangements
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems
Experience in handling of web-based management systems
Experience in financial reporting of the projects
Fluency in English and Thai; Working knowledge of another UN language is an asset
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.
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Link zum Stellenangebot der Organisation: https://unjobs.org/vacancies/1652184963094