Position Information

Job Title: Environmental Finance Regional Programme Associate (3 positions)
Department: Bangkok Regional Hub    
Reports to: Regional Technical Advisors (P5/P4/P3) and NCE Regional Team Leader (P5)
Grade Level: G6
Bureau: RBAP
Position designation: With no mobility requirement 
Duty Station: Bangkok, Thailand
Career Track: General Service
Career Stream: Corporate Operations – General Administration
Contract Modality: FTA Local
Contract Duration: 1 Year with Possibility for extension

Position Purpose

Under the overall supervision of the Regional Technical Advisors (RTAs) and direct coordination and guidance of the corresponding Regional Team Leader (RTL), the Regional Programme Associate will facilitate the effective delivery of the environmental finance portfolio in Asia and the Pacific by providing support and oversight throughout the development, implementation, monitoring/evaluation and closure of vertical funds projects. This includes effective portfolio data management and monitoring to maximize COs' timely compliance with UNDP and various vertical fund requirements.

The Regional Programme Associate will work in close collaboration with the Operations, Programme, and Project teams in the CO and NCE HQs global team/staff to resolve complex programme-related issues and to ensure a consistent quality service delivery.

Key Duties and Accountabilities

1) Management and Support to projects under development (pipeline)

• Coordinate document processing related to project development in the region (regional and country level projects) as relevant to all stages of the project cycle;
• Collection, analysis and checking for accuracy and consistency of information against established formats;
• Updating the team project database e.g. Project Information Management System (PIMS);
• Tracking required information for project completion and/or processing requirements;
• Timely and pro-active follow-up on correspondence with project proponents, Country Offices (COs) and NCE Headquarters; and
• Conduct final quality check of documentation for submission ensuring accuracy and compliance with formats and guidelines according to the established SOPs.

2) Monitoring and support to projects (after approval from Vertical Funds)

• Effective and timely communication to COs on the processes relating to Delegation of Authority (DOA) and ensure COs receive a DOA Letter, the approved final UNDP Project Document, and any other associated/necessary documents and requested clearance (including financial and technical clearance) once the team receives an approval/endorsement from a source of funds;
• Ensures Annual Work Plans are submitted for Regional Technical Advisor’s (RTA) approval and Authorized Spending Limit (ASL) issuance;
• Support the Regional Technical Advisors in reviewing projects' annual and multi-year work plans in a timely manner, ensuring compliance with Donor requirements in terms of budgeting and identify irregularities;
• Assist the Management and Programme Support Analyst in regional portfolio analysis, in particular, ensuring all data necessary for the analysis is collected from COs and consistent for any specific projects under his/her portfolio; 
• Assist COs in completing budget revision processes in time for on-going projects under his/her portfolio.

3) Portfolio Monitoring and Support (includes projects under development and under implementation)

• Ensure all project information in the database (PIMS) is correct and up to date at all time from the creation of a project in PIMS until the project’s operational and financial closure for projects under his/her portfolio;
• Actively monitor project delivery and submission of progress reports and budget revisions for the region, identifying reasons for shortfall in delivery and alert RTAs of any projects with concerns;
• Undertake financial monitoring of the portfolio in the region and analyze individual projects’ budgets and budget revisions in close coordination with the COs and RTAs;
• Assist in all aspects of regional portfolio management, including tracking of standard project related management actions, monitoring and evaluation requirements and progress reports (TPR/APR, PIR) including processing of required documentation;
• Maintains the electronic project data base fully updated and, where necessary, organizes and maintains hard-copy files of all projects and associated information and official documentation;
• Assist in the preparation, updating, and dissemination of PowerPoint and other presentations and in managing dissemination of information that describe the work and achievements of NCE via the media;
• Conduct financial follow-up and advise Country Offices (or executing agencies in case of regional or global projects without Project Principle Resident Representatives) with regard to the deployment of the funds and the project closure, as well as, the preparation of the quarterly reports flagging to the RTA any discrepancies, need for action, or progress in disbursement;
• Maintain close contact with COs on projects in varying stages of the project cycle, tracking project development and/or implementation progress against established time-frames for project maturation and/or the attainment of implementation milestones as indicated in project annual work plans, recommending courses of action as appropriate and bringing to the RTAs’ attention all technical issues that require attention/resolution;
• Draft correspondence and assist with other administrative tasks, as required;
• Backstop other members of the Team and performs ad-hoc tasks, as required, to ensure the Team will deliver at the highest standard;
• Support in all aspects of the organization of meetings, seminars, and workshops including making timely conference room booking, assisting in preparing, sending, and following up on invitations, agendas and/or background documentation, etc.

4) Country Office Capacity Support

• Responsible information flow between COs and HQ on the regional portfolio to meet all reporting requirements;
• In coordination with RTAs, advise environmental focal points on procedural issues, approval processes and associated timeframes related to vertical funds project cycle management, according to the UNDP POPP, the relevant Programming Manual, and any other appropriate Advisory Notes and guidelines;
• Assist COs, Asia and Pacific Team, or HQs on staff recruitment processes and consultant procurement processes, including the development of TORs, finalizing advertisements, long and short listing, organizing interviews, ensuring necessary records and documentation throughout the recruitment process, etc., as requested by RTAs;
• Work in close collaboration with the NCE Management and Programme Support Unit and the operations, programme and projects’ staff in COs as required for resolving complex issues related to project administration or portfolio management;
• Organize training programmes and workshops in the region as appropriate, including logistics, communications with COs, documentation requirements, and any other logistical and administrative support.

5) Self-Development, Learning, Knowledge Management

• Learn from and contribute to corporate knowledge tools including programming manual and PA training manuals;
• Organize and participate in NCE training programmes and workshops as required, oversee logistics, documentation, and preparation/review of budget and authorization of expenses;
• Coordinate focal area knowledge management activities. Manage dissemination of information through Power Point or similar means, resulting in public awareness of the work and achievements of the team;
• Undergo training in UNDP and vertical funds programme requirements.

Competencies

Core
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 Development - Knowledge Generation:

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Business Management - Project Management:

• Ability to select, prioritize, and control the organization’s programmes and projects, in line with its strategic objectives and capacity.

Business Management - Monitoring:

• Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

Business Management - Evaluation:

• Ability to make an independent judgement based on set criteria and benchmarks.

Procurement - Procurement Management:

• Ability to acquire goods, services, or works from an outside external source.

Programme & Policy - Effectiveness:

• Quality assurance of corporate data.

Business Management - Communication

• Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media, and other appropriate channels.Administration & Operations - Events management (including retreats, trainings, and meetings):
• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Education:

• Secondary education with at least 6 years of relevant experience preferably with specialized certification in Business or Public Administration, Finance or related area;
• A Bachelor’s degree in Economics, Political Sciences, Social Sciences, or other closely related fields with at least 3 years of relevant experience will also be accepted;
• Certification in project management would be an added advantage.

Experience:

• Minimum of 6 years of experience, or 3 years’ experience with a Bachelor’s degree, in programme/project management, financial resources management, budget management, and/or Administrative support functions;
• Extensive experience in project oversight and/or management highly desirable;
• Knowledge of tools and methodologies to follow-up on projects or project cycle management;
• Experience at the national or international level with organizations that manage grants or vertical funds is an advantage;
• Demonstrated interest in the environment is an asset;
• Mastery in the usage of computers and office software packages (MS Word, Excel, as a minimum, database management as a plus) and demonstrated experience in web research;
• Good knowledge of an ERP System (such as Atlas) is required and UNDP programming and budget structure is highly desirable;
• Knowledge of procurement will be considered an advantage;
• Knowledge of vertical funds is an advantage;
• Fluency in written and spoken English and Thai.

Application to be submitted online at: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/5994

• Good knowledge of an ERP System (such as Atlas) is required and UNDP programming and budget structure is highly desirable;