Programme Assistant for Partnership & Communications Team

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Application deadline 2 years ago: Tuesday 24 Aug 2021 at 23:59 UTC

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Contract

This is a NPSA-5 contract. This kind of contract is known as National Personnel Services Agreement. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about NPSA-5 contracts.

Background

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). The Bangkok Regional Hub (BRH) of the United Nations Development Programme provides policy expertise and advisory services in the areas of Governance and Peacebuilding, Inclusive Growth and Environment and Energy, and in the cross-cutting areas of Gender, Capacity Development and Knowledge Management. BRH acts as a hub of development knowledge, an advocate for equitable human development and inclusive growth, a promoter of South-South Cooperation, a facilitator of regional dialogues on sensitive and emerging development issues, a pioneer of innovative sustainable solutions and a broker of efficient development aid. BRH Supports the 24 UNDP Country Offices across the region through tailored policy advisory services, project backstopping, programming, operations and knowledge management support. We rapidly deploy joint teams in response to emergencies in the region prone to natural disasters and humanitarian crisis. Priority for direct support is given to Least Developed Countries, Small Islands States and Landlocked Developing nations as well as to conflict and post-conflict nations.

Under the overall supervision of the Regional Partnership Specialist and the Regional Communications Specialist, the Programme Assistant will provide support services ensuring high quality, accuracy and consistency of work related to Partnership and Communications Team. The Programme Assistant is an integral part of both the Partnership and Communications Team.

The Programme Assistant works in close collaboration with Executive Associate to DRD, operations, programme and project staff in the Bangkok Regional Hub and HQ as required to exchange information and support programme delivery, monitoring and evaluation.

Duties and Responsibilities

Summary of Key Functions:

  • Provides effective support to management of the Partnership/Communications teams projects.
  • Support budget management and donor reporting.
  • Provide administrative support to Partnership/Communications teams activities.
  • Supports knowledge building and knowledge sharing in BRH.

Provides effective support to management of the Partnership/Communications teams projects focusing on the achievement of the following results:

  • Creation of projects in Atlas, preparation of budget revisions, revision of project award ad project status, determination of unutilized funds, operational and financial closure of a project;
  • Support the Regional Partnership Specialist in following up with COs Partnership Agreement Focal Points to ensure timely and accurate data entry of new Partnership agreements/contributions;
  • Coordinating with GSSU and extracting data from Atlas and web-based resources management systems to consolidate and analyze the raw data for the Regional Partnership Specialist quarterly.
  • Presentation of information for audit of development projects.

Support budget management focusing on the achievement of the following results:

  • Maintenance of the internal expenditures control system including timely corrective actions on budget check errors, match exceptions, as well as cost-sharing deficit and PDR errors;
  • Assist the Regional Partnership Specialist and the Regional Communications Specialist in preparation of project budgets and revisions; tracking project delivery; monitoring the project expenditures, the deviation from the approved AWP and the need for budget revision;
  • Provide the information/reports on the financial/accounting situation of the project and propose solutions to improve the situation;
  • Assist the Project Manager with compilation of necessary financial data for donor reporting.
  • Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas;
  • Making budget check for requisitions, POs and vouchers.
  • Preparation of relevant information, specifically related to reports and financial analysis;
  • Preparation and review of contribution agreements, managing contributions in Atlas;

Provide administrative support to Partnership/Communications teams activities focusing on the achievement of the following results:

  • Support the Partnership/Communications Teams’ activities according to BRH workflows Support the Regional Partnership Specialist and the Regional Communications Specialist in administrating the IC and LTAs Processes, including but not limit to coordinating with Procurement Unit in recruitment process, IC onboarding, IC payment and contract extension and termination.
  • Responsible for making logistical arrangements for project personnel, experts, Government and UNDP officers for project workshops;
  • Provide the necessary onsite and/or virtual logistical and administrative support for the meetings, seminars, and workshops
  • Efficient travel arrangements provided for the team as required, ensuring proper use of UNDP resources and client satisfaction in accordance with UNDP rules and regulations;
  • Support the Project manager to monitor the work and deliverables of project consultants and report to the Regional Partnership Specialist and the Regional Communications Specialist for high quality and timely contractual management;
  • Serve as a custodian for units stationary, supplies, and distribution among teams’ members and project personnel keeping a log of distribution;
  • Serve as a custodian for SDGs Inventories, keeping a log of distribution and report to finance unit quarterly;
  • Support the Regional Partnership Specialist and the Regional Communications Specialist in administering Teams’ assets.
  • Maintain financial documents filling system;
  • Perform other related duties and backstopping Executive Associate and/or other project assistant as necessary.

Supports knowledge building and knowledge sharing in BRH focusing on the achievement of the following results:

  • Participate in the trainings for the operations/projects staff on programme;
  • Synthesis of lessons learned and best practices in programme and project finance;
  • Sound contributions to knowledge networks and communities of practice, specifically in participation of creation and maintenance of team pages.

Institutional Arrangement

Under the overall supervision of the Regional Partnership Specialist and the Regional Communications Specialist, the Project Assistant promotes a client and results-oriented approach consistent with UNDP rules and regulations and ensures high quality and accuracy of work. S/he works in close collaboration with Executive Associate, other Programme Assistants/Associates, Administrative Associates, as well as staff in the Regional Hubs, UNDP HQs, and COs as required for resolving complex programme-related issues and exchange of information.

Competencies

UN CORE VALUES AND COMPETENCIES

Professionalism: Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication:Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.

Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Required Skills and Experience

Education:

  • Secondary Education preferably with specialized certification in Administration, Accounting or Finance;
  • Bachelor’s Degree in Business or Public Administration, Environment Management, Economics, Social Sciences or other relevant fields would be desirable;
  • Certification in project management would be an advantage.

Experience:

  • Minimum 5 years for secondary school, or 2 years for Bachelor’s degree holder, of progressively responsible administrative or programme experience is required at the national or international level.
  • At least 2 years of experience in project budget and financial management, logistic/travel arrangement and workshop organization, administrative and/or procurement support/management required;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
  • Good knowledge of an ERP System (such as Atlas) and UNDP programming and budget structure is required, with knowledge of procurement will be considered an advantage.
  • Certification in project management would be an advantage.

Language Requirement:

  • Fluency in written and spoken English and Thai
Added 2 years ago - Updated 2 years ago - Source: jobs.undp.org