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.

Description of task

Under the supervision of the Regional Youth Project Manager and advisor, the National UN Youth Volunteer will:

Summary of Key Functions:

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

• Collection, analysis and presentation of information for joint planning meeting, quarterly work plans, and budget work plans to support project implementation;
• Prepare information for Project Manager for his/her advice to donor, UNDP country offices , Implementing Partners[1] and UNDP;
• Assist in 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.

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

• Support national project implementation activities according to UNDP workflows (ERP System, UNDP Service Request Portal, Service Centre on Demand, 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 [2];
• 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 UNDP Country offices, Implementing Partners for completion before submitting them to the Finance Unit, Procurement Unit or Global Shared Services Unit;
• Proper receipting of goods and services;
• 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 Associate.

3. 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.

4. Support knowledge building and knowledge sharing in the BRH, 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.

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

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

Furthermore, UN Volunteers are required to:- Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day)- Be acquainted with and build on traditional and/or local forms of volunteerism in the host country- Provide annual and end of

assignment reports on UN Volunteer actions, results and opportunities using UNV’s Volunteer Reporting Application- Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.- Assist with the UNV Buddy Programme for newly-arrived UN Volunteers- Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Educational additional comments

Bachelor’s degree in Social Sciences, Political Sciences, Business Administration, Social Development or related field.

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, power point presentation;
• Knowledge of Microsoft Word, Microsoft Excel, Microsoft PowerPoint;
• 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;
• Strong Interpersonal skill and experience working with government and civil society is an asset;
• Ability to work under pressure and time constraint;
• Excellent written and oral communication skills; and
• Previous work in assisting project management is an asset.

Language skills

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

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 including contact details and two references and submit it. Incomplete profiles shall not be considered. 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. Post is for National UN Volunteer assignments ONLY. This is a national UN Volunteer assignment. Therefore only nationals of above-mentioned Country and legal residents with a residency permit, the status of refugee or with the status of being stateless are eligible to apply. For further details, please clink on the link below. Application deadline: 15-08-2021