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.

The Project Assistant will be responsible for provision of administrative services and support for implementation of multiple projects under the Climate Action Program Portfolio. S/he shall liaise with the project teams and stakeholders, both internal and external.

The Project Assistant reports directly to the Climate Action Portfolio Manager, and under overall supervision and guidance of the Integrated Team Leader. He/she will work closely with the Integrated Program Team in UNDP Thailand and in coordination with the Operations Support Team (OST) of Bangkok Regional Hub (BRH)

to ensure smooth implementation of the project activities, including specifically handling the following tasks:

1. Supports management and implementation of project activities of multiple projects, under the Climate Action programme portfolio: • Provides administrative support to the Climate Action Portfolio Manager in the preparation of various project documents such as work plans, budgets, logistic and administrative arrangements for project implementation. • Identifies sources and gather and compile data and information for the preparation of documents, guidelines and other material as required. • Assists the Manager in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking. • Assists in coordinating of the planed events of the project; and • Provides support in providing guidance to stakeholders on routine implementation of the project, monitoring and tracking use of financial resources.

2. Provides administrative support on procurement, budget monitoring and management of multiple projects: • Creates projects in ERP system [ATLAS], prepares budget revisions, revises project award and project status, determines unutilized funds, operational and financial closure of a project. • Creates requisitions in Atlas for project activities and ensures budget availability through budget check. • Create and/or upload required voucher documents, as required. • Coordinates with Global Shared Services Unit [GSSU] in relation to approval of all types of payment vouchers and complete payment release processes including filing. • Coordinates with GSSU on the creation/update of vendor account and/or travel profile for consultants, general suppliers, and meeting participants. • Follows up on the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions and the unapproved vouchers. • Supports entry of project proposals and project budgets, support preparation of budget revision, monitors the funds availability and to ensure the effectiveness in payment process. • Provides inputs into periodic and ad-hoc financial reporting, as needed. • Monitors project commitment and expenditures through a variety of reporting such as Project Transaction Details (PTD), Account Activity Analysis (AAA), Combined Delivery Report (CDR), etc. • Monitors expenditures and compares with approved budget; prepares adjustments and project finance documents, as necessary. • Provides finance-related data to support project implementation and planning. • Drafts various correspondence concerning finance operations and budgetary issues as required. • Assists the project managers in the tracking of and reporting on mobilized resources on financial and other operational matters. • Facilitates project related payments. • Supports the preparation of information for audit of development projects.

3. Provides administrative and operational support to the project implementation • Ensures full compliance with the Country Office (CO) business processes and ATLAS procedures. • Assists in preparation of drafting job creation forms; facilitates requests for recruitments/procurements and contract issuances. • Ensures quality control of documents required for processing personnel or procurement actions related to the programme/project activities. • Maintenance the inventory of project assets/equipment and project correspondence and files. • Drafts correspondences and assist with other administrative tasks as required • Provides effective support on timely procurement of services and goods. • Supports drafting ToR for International/National Consultants, Internship; supports and coordinates in recruitment/acquisition processes of ICs, Internship, institutional contract and other goods and services. • Provides administrative support to the Manager in the organization of events, meetings, workshops, and conferences, etc. • Provide administrative support for official financial payments, official travel arrangements, goods and service procurements including consultants’ contracts process, payments for consultants and vendors, official HR-related activities, office workspace and equipment, VAT Exemption Request, UN Ground Pass, UN parking permit, working visa and stay permit in close collaboration with UNDP BRH Operations Support Team (OST),using ATLAS programme as well as other online applications. • Performs a role of Originator (travel arranger) and Travel Processor (certifying officer) to prepare Travel Authorization (TA) through Mission Request portal and facilitate Travel Request (TR) for the project staff including meeting participants through Travel Agency and ATLAS as well as maintain the supporting documents related to official missions needed to settle Travel Claim (TC) and Expense Report (ER) for audit purposes according to UNDP Rules and Regulations. • Monitors and follows up on Back-to-Office Report (BTOR) of the project team members. • Reviews and compiles the Procurement plans of the team and input to the PROMPT. • Well-updates event calendar, knowledge products plans, staff movement and mission calendar. • Builds and maintains good internal relationships with other teams to ensure the smooth coordination and proper operational process, and to ensure that all activities are undertaken in full compliance with UNDP rules, regulations and policies; and

4. Supports budget management and donor reporting: • Preparation of relevant information, specifically related to reports and financial analysis. • Supports the preparation of relevant documents for donor/third-party contribution agreements for the authorized signatures. • Preparation and review of contribution agreements, managing contributions in Atlas; and • Support to strengthen the internal capacity building for UNDP CO in synergy of thematic areas for climate actions and external capacity building for clients such as government agencies through needs mapping and identification of relevant sources and methods to respond to those needs.

5. Ensures facilitation of knowledge building and knowledge sharing: • Participation in the trainings for the operations/projects staff on projects; and • Contributions to knowledge networks, specifically in participation of financial compliance workshops to government agencies.

6. Perform any other tasks assigned by the supervisors.

Results/expected outputs:

As an active UNDP team member, efficient, timely, responsive, client-friendly, and high-quality support rendered to UNDP Thailand and its beneficiaries in the accomplishment of her/his functions, including:

• Supports management and implementation of project activities of multiple projects under the climate action portfolio • Provides effective support to procurement and project financial monitoring and management of multiple projects. • Provides administrative and operational support to the programme/project implementation. • Supports budget management and donor reporting. • Ensures facilitation of knowledge building and knowledge sharing; and • Support Monitoring and Evaluation of multiple projects.

☒ Accountability ☒ Adaptability and Flexibility ☐ Building Trust ☒ Client Orientation ☒ Commitment and Motivation ☐ Commitment to Continuous Learning ☒ Communication ☒ Creativity ☐ Empowering Others ☒ Ethics and Values ☒ Integrity ☐ Judgement and Decision-making ☐ Knowledge Sharing ☐ Leadership ☐ Managing Performance ☒ Planning and Organizing ☐ Professionalism ☒ Respect for Diversity ☐ Self-Management ☐ Technological Awareness ☐ Vision ☒ Working in Teams

development assistance, programme support, project support, project administration, or related work for a UN agency is an advantage. • Experience in project supporting roles especially with government agencies and multiple stakeholders is an advantage.
• Experience in handling of database management system for projects is 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. • Knowledge of UNDP procurement and financial rules and regulation (POPP) is an asset. • Familiarization with UNDP operating and reporting systems, including experience in the use of an ERP system (i.e. ATLAS) is an added advantage • Strong interpersonal skills, communication, coordination, and diplomatic skills. • Openness to change and the ability to receive and integrate feedback, demonstrate good team work with a very positive collaborative attitude • Strong analytical, reporting and writing abilities; and • Very good speaking and presentation skills, in both English and Thai

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