Project Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Eligibility criteria

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Description of task

Within the delegated authority and under the supervision of Project Manager or his/her designated mandated representative(s), the UNV Project Assistant will:

1. Provide support to the management of ongoing project activities through the following tasks and duties:

• Collection, analysis, and presentation of information for a joint planning meeting, quarterly work plans, and budget work plans to support project implementation;
• Prepare information for Project Manager for his/her advice to the donor, Implementing Partners [1] and UNDP;
• Creating project in UNDP’s financial and administrative system, prepare budget revisions, revision of project status, determination of unutilized funds;
• Prepare and regularly update the Annual Workplan and the project budget; and Undertake project operational and financial closure formalities including submission of terminal reports, transfer, and disposal of equipment, processing of semi-final and final revision, and support project manager in preparing the terminal assessment reports.

1. Ensures effective administrative and logistical support for the achievement of the outcomes of the project, focusing on the achievement of the following results:

• Support national project implementation activities according to UNDP workflows (including Individual Contract [2] (IC) process, organization of forums, workshops, travel, etc.);
• Contacts with visitors and project personnel, arrangement of appointments and meetings, and/or taking minutes;
• Compilation and preparation of briefing and presentation materials, speeches, background information, and documentation for meetings and missions;
• Maintenance of records/ documents/ files relating to the project in a user-friendly manner;
• Be responsible for assigned correspondence and other administrative tasks including creating E-requisitions [3] ;
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Preparing correspondences relating to the implementation of the projects;
• Making logistical arrangements for the field visits and missions of the project team;
• Administrative support to conferences and workshops;
• Assistance in proper control of supporting documents for payments and financial reports;
• Check related forms delivered by Implementing Partners for completion before submitting them to the Finance or Procurement Unit;
• Proper receipting of goods and services;
• Preparation of routine correspondence, faxes, memorandum and reports to partners;
• Extracting, inputting, copying and filing data from various sources as required;
• Maintain a proper filing system for financial records ensuring safekeeping of confidential materials; and
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Programme Officers.

1. Provides support to project maintenance and assets management, focusing on achievement of the following results:

• Act as a backup to the Asset Focal point in the maintenance of records on assets management; and
• Maintenance of files and records relevant to project maintenance.

1. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/ programme staff and other trainings as appropriate; and
• Sound contributions to knowledge networks and communities of practice.
• Any other related tasks may be required or assigned by the supervisor.

[1] Implementing Partner is UNDP’s government partner in implementing the project.

[2] Individual Contract is a contracting type in hiring an external consultant.

[3] E-requisitions is UNDP’s request system for financing and administrative tasks across the agency.

Qualifications/Requirements

Required degree level:

Bachelor degree or equivalent

Education - Additional Comments:

Bachelor’s degree in Social Science, Political Science, Business Administration, Social Development or related fields;

Required experience:

24 Months

Experience remark:

• At least 2 years of relevant professional experience;
• Experience in meeting arrangement, data gathering, documentation in Thai and English of the new initiatives, PowerPoint presentation;
• Excellent oral and written communication skills;
• Knowledge of Microsoft Word, Microsoft Excel, and Microsoft PowerPoint;
• Strong interpersonal skill and experience working with government and civil society is an asset;
• Ability to work under pressure and time constraint; and
• Previous work in assisting project management is an asset.

Language skills:

• English(Mandatory), Level - Fluent
• Thai(Mandatory), Level - Fluent

Area of expertise:

Development programme/project administration

Driving license:

No

Competencies values:

Adaptability and Flexibility, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism

Application procedure:

* Not yet registered in the UNV Talent Pool?

First register your profile at https://vmam.unv.org/candidate/signup.

Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

First update your profile at https://vmam.unv.org/candidate/profile.

Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

This is a national UN Volunteer assignment, therefore only nationals of (enter the Programme Country) and legal residents with a residency permit, the status of refugee or with the status of being stateless are eligible to apply.

Application deadline: 31 May 2021