Position Information

Job Title: Programme Associate - Partnership/Communications Team (NPSA6)
Bureau: Regional Bureau for Asia and the Pacific
Agency: UNDP
Duty Station: Bangkok, Thailand
Grade: NB3
Vacancy Type: National Personnel Service Agreement (NPSA)
Contract Duration: 1 year 

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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 Associate will provide support services ensuring high quality, accuracy and consistency of work related to Partnership and Communications Team.  The Programme Associate is an integral part of both the Partnership and Communications Team.

The Programme Associate 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

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 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.

Summary of Key Functions:

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

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

• Creation of projects in ERP System, 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;
• Using available corporate platforms and tools, coordinate and analyze the raw data for the Regional Partnerships Specialist quarterly and supports the development of donor profiles and intelligence as relates to RBAP;
• 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 Partnerships 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 information/reports on the financial/accounting situation of the project and propose solutions as needed;
• Assist the Project Manager with compilation of necessary financial data for donor reporting;
• Create requisitions in ERP System for development projects, facilitation of goods receipt in ERP System;
• Making budget check for requisitions, POs and vouchers;
• Preparation of relevant information, specifically related to reports and financial analyses within the activities of the teams;
• Preparation and review of contribution agreements, managing contributions in ERP System.

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 hiring and procurement processes, including but not limit to coordinating with respective BRH units on onboarding team personnel and facilitating their contract management.;  
• Responsible for making logistical arrangements for project personnel, experts, Government and UNDP officers for workshops (virtual or in-person);
• 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 teams’ 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 of the Partnerships/Communications Teams 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;
• Gather, compile and collate knowledge which is produced by the teams and turn into user friendly format for sharing information with teams at BRH and RBAP COs;
• Sound contributions to knowledge networks and communities of practice, specifically in participation of creation and maintenance of team pages (Teams channels, Yammer, SharePoint etc.).

Competencies

Core competencies: 

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical Competencies

Business Management:

• Project Management: Ability to plan, organise, prioritize and control resources, procedures and protocols to achieve specific goals
• Operations Management: Ability to effectively plan, organise, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.

Administration & Operations

• Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, 
• transportation, and cash disbursements, etc.
• Travel policy and procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

Finance

• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Procurement

• Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations 
• Procurement management: The ability to acquire goods, services or works from an outside external source 

Required Skills and Experience

Education:

• Secondary Education is required preferably with specialized certification in Administration, Accounting or Finance or 
• Bachelor’s Degree in Business or Public Administration, Environment Management, Economics, Social Sciences or other relevant fields will be given due consideration

Experience:

• Minimum 6 years  with  Secondary education, or 3 years with Bachelor’s degree of progressively responsible administrative or programme experience is required at the national level.
• At least 3 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 and UNDP programming and budget structure is required, with knowledge of procurement processes will be considered an advantage.

Language requirement:

• Fluency in written and spoken English and Thai

Professional Certificates:

• Certification in project management would be an advantage.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders) 

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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