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 UNITED NATIONS DEVELOPMENT PROGRAMME (UNDP)

Position : Administrative and Operations Associate

Publish on Nov 18, 2021 | Viewed 5,950

Job information

  • Reference Id: Bkp_0004326
  • Company: UNITED NATIONS DEVELOPMENT PROGRAMME (UNDP)
  • Position name: Administrative and Operations Associate
  • Job location: Any countries
  • Non-Thais allowed: No
  • Department: Environmental Vertical Fund
  • Job type: Permanent
  • Vacancy: Several positions
  • Gender: Male or Female
  • Age: non definite age
  • Job level: Officer
  • Experience: N/A
  • Education: N/A
  • Monthly salary range: Negotiable
  • Job field(s):

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UNDP works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so countries can sustain progress. As the UN’s development agency, UNDP plays a critical role in helping countries achieve the Sustainable Development Goals.

Job description

Job Title: Administrative and Operations Associate – Environmental Vertical Fund
Position Number: 00015384     
Department: BPPS/Planet/Nature, Climate, Energy/ Environmental Vertical Fund Reports to:  Regional Management and Programme Support Analyst; NCE Regional Team Leader (P5)
Direct Reports:  NA
Position Status: Non-Rotational
Grade Level: G6
Duty Station: Bangkok, Thailand
Family Duty Station as of Date of Issuance: Yes
Date of Issuance:
Closing Date:
Duration and Type of Assignment: More than a year; Fixed Term Appointment

Duties and Responsibilities

 1. Budget management and operational strategies

  • Provision of inputs to the mapping and implementation of internal standard operating procedures (SOPs) for budgeting/administrative processes, in consultation with the direct supervisor and RTL;
  • Plan, formulate, and monitor the RCU budget and advise the RTL and Regional Technical Advisors (RTAs) on resource planning and availability, preparing information, and justification for RCU Atlas budgetary revisions;
  • Produce financial and management reports for the RTL and Environmental Finance team at HQ in accordance with corporate requirements and upon request;
  • Review/prepare payment requests and process vouchers in Atlas.  Assist in internal billing on cost-recovery for RCU if required;
  • Support procurement and budgeting processes in accordance with UNDP rules and regulations including, but not limited to, the recruitment of consultants, ensuring budget availability/recording, and reviewing for completeness requests for final payments;
  • Ensure full compliance with UN, UNDP, NCE team’s rules and regulations on financial processes, financial records and reports, and audit follow-up, as well as, effective implementation of the internal control framework and relevant risk management systems.

2. Coordination of Administrative and Procurement Support

  • Responsible for RCU procurement processes, including preparation of RFQs, ITBs, receipt of quotations, bids or proposals, and their preliminary evaluation in full compliance with procurement guidelines and in consultation with procurement focal points;
  • Coordinate with Regional Hub Transactional Services Team (TST)/Global Shared Services Unit (GSSU) on team recruitment, contract maintenance, and separation;
  • Review and verify invoices and common services expenses charged to the RCU budget (e.g.: rent, utilities, phone, miscellaneous);
  • Provide communication support (electronic and hard copy correspondence, etc.) to RCU staff;
  • Maintain RCU vendors data base;
  • Oversight on the financial Delegation of Authorities and ERP system’s profiles of the RCU to ensure compliance with the Internal Control Framework;
  • Procurement of supplies, equipment, and assets including maintaining a roster of suppliers and undertaking asset procurement in accordance with prevailing rules and NCE and/or BRH practices and policies;
  • Coordinate with TST for RCU asset tracking, replacement, transfer, disposal and record;
  • Prepare/review of inventory reports, and support the implementation of inventory and physical verification control of RCU assets;
  • Support with protocol matters, registration of staff, security, coordination with TST on space and other administrative duties;
  • Backstop other Administrative Assistants/Associates within the MPSU as needed.

3.Implementation oversight on programming

  • Focal point for conversion of UNDP Total Budget Work Plan (TBWP) to GEF TBWP format for all submissions of RCU;
  • Coordinate within the MPSU and follow up with country offices on project closure process;
  • Assist the MPSU on annual financial audit and financial oversight of the vertical fund portfolio if required; 
  • Support research and retrieval of statistical data from internal and external sources, including the effective use of Project Management Information System (PIMS+), and preparation of statistical report and analysis.

4. Logistical Services

  • Coordinate and assist with travel arrangements for RCU staff official missions and review/process travel and expenditure claims;
  • Participate in the preparation of RCU events (e.g. training, workshops) and provide all logistical support.  Coordinate/collect and maintain all relevant material/documents and presentations;
  • Organize and coordinate RCU team meetings and prepare corresponding minutes, including follow-up.

5. Information and Records Management

  • Provision of reliable registry services. Establish and maintain a centralized filing system/archive, and induct staff in its usage;
  • Maintain RCU documentation in electronic or hard copy format, (e.g. supporting documents for vouchers, Purchase Orders, financial report, etc.) as determined by the MPSU and in accordance with UNDP policies and guidelines;
  • Identify and organize RCU inputs to regional websites in collaboration with the NCE Programme Associates;
  • Maintain database of cluster consultants and Scientific and Technical Advisory Panel (STAP) reviewers and update relevant information in Atlas;
  • Maintain and regularly update project counterpart contacts database and team record/information.

6. Supports knowledge building and knowledge sharing

  • Provide ERP management-related training (e.g. Atlas) and support to RCU RTAs and Programme Associates as needed;
  • Act as RCU focal point for all ERP support issues and ensures knowledge on ERP is up to date, including new functionality, reporting capabilities;
  • Training of NCE and CO staff on the administrative procedures related to the environmental vertical funds;
  • Briefing/debriefing of staff members on issues relating to area of work;
  • Any other duties assigned by the Supervisor as required.


IV. Competencies and Selection Criteria

Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

Core

 

Innovation

Ability to make new and useful ideas work.

Level 3: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow.

Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction.

Level 3: Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform.

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement.

Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional

 

Organizational Skills

Demonstrated capacities to perform multiple tasks, in multi-cultural environment and dealt with confidential matters.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Reviewing and reporting

Ability to review and edit documents, ability to produce meeting report identifying key actions. 

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Development and Operational Effectiveness

Programme management skills and communication skills. 

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Financial Reporting and Analysis

Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Partnerships/Relationship Management

Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships. 

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Knowledge Management

Ability to efficiently handle and share information and knowledge. 

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Risk Management

Ability to identify and prioritize risks, and organize action around mitigating them. 

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Project Management

Ability to plan, organize, motivate, and control resources, procedures and protocols to achieve specific goals. 

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Qualification

V. Recruitment Qualifications

Education:

  • Secondary Education, preferably with specialized certification in Accounting, Finance, or Administration;
  • Bachelors' Degree in Accounting, Finance, Business Administration, Economics or a related field with 3 years of relevant experience will also be accepted;
  • Certification in project management and/or procurement would be an added advantage.

Experience:

  • 6 years of relevant experience with Secondary Education, or 3 years of experience with a Bachelor’s degree, in administration or programme support services, preferably some of which is with a UN agency;
  • Experience in project oversight and/or management highly desirable;
  • Experience at the national or international level with organizations that manage grants or vertical funds is an advantage;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in handling web-based management/ERP systems such as ATLAS highly desirable.

Language Requirements:

  • Fluency in in written and spoken English and Thai.
  • Working knowledge of other UN languages is an asset.