Job Identification : 8697
Locations : Bangkok, Thailand
Posting Date : 04/14/2023, 02:38 AM
Apply Before : 04/28/2023, 04:59 PM
Job Schedule : Full time
Agency : UNDP
Grade : NB3
Vacancy Type : National Personnel Service Agreement
Practice Area : Management
Bureau : Regional Bureau for Asia and the Pacific
Contract Duration : 10 months
Education & Work Experience : Bachelor’s Degree – 4 year(s) experience OR High School certificate- 7 year(s) experience
Required Languages : Thai and English
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.
The Bangkok Regional Hub (BRH) of the United Nations Development Programme works to provide policy expertise and advisory services in the areas of Inclusive Growth, Governance and Peacebuilding, Crisis Prevention and Recovery, Environment and Sustainable Development, HIV/AIDS and health and in the cross-cutting areas of gender and innovation. The Centre 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.
Under the overall guidance of the Business and Human Rights Advisor or designated supervisor(s), the Programme Associate ensures effective delivery of the regional programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations. S/he can supervise clerical and support staff of the Business and Human Rights Unit and perform other related tasks and assignments within the larger regional programme structure. S/he will work in close collaboration with other programme associates/assistants, operations, programme and project staff in UNDP BRH, UNDP Country Offices (COs) and UNDP HQ as required for resolving complex finance-related issues and exchange of information.
Duties and Responsibilities
The Programme Associate will work under the overall guidance of the Project Manager, Business and Human Rights, Governance and Peacebuilding Team, UNDP Bangkok Regional Hub.
Summary of Key Functions:
- Support to the formulation of programme strategies and implementation of the Regional Programme/project
- Support to the management of the Regional Programme/project
- Administrative support to the Programme Unit
- Support to resource mobilization
- Facilitation of knowledge building and knowledge sharing
Supports formulation and implementation of the RBAP Regional Programme and associated projects strategies, focusing on achievement of the following results:
- Collection, analysis and presentation of background information for preparation of Regional Programmes and associated projects, effective application of RBM tools and establishment of management targets;
- Presentation of background information for formulation of regional programme, draft project documents, work plans, budgets, proposals and detailed procurement plans on implementation arrangements to ensure their compliances with UNDP’s and donor’s requirement.
Provides effective support to management of the Regional Programme and associated projects focusing on the achievement of the following results:
- Creation of a project in Quantum, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project;
- Provision of guidance to the executing agencies on routine implementation of projects according to UNDP’s and donor’s rules;
- Preparation of relevant information and financial analysis to periodic and ad-hoc financial reporting to donors and COs, as needed;
- Monitors project commitment and expenditures through a variety of reporting and compares with approved budget; prepares adjustments and project finance documents as necessary;
- Maintain electronic and, where necessary, hard-copy files of all project and associated information;
- Presentation of information for audit of the project, supports implementation of audit recommendations.
Provides administrative and operational support to the Programme Unit focusing on achievement of the following results:
- Review of project Financial Reports; preparation of non-PO vouchers for development projects;
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum;
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
- Creation of requisitions in Quantum for development projects, register of goods receipt in Quantum;
- Making budget check for requisitions, POs and vouchers;
- Preparation of vouchers and requisitions for development projects;
- Provide overall/secretariat support in the organization of workshops/events including logistical, administrative and financial aspects, making sure that all the requirements of the speaker and participants are met;
- Provides effective support on timely procurement of services and goods including contract requests (Individual Contracts, Institutional Contracts, Contract for Professional Services, LTAs) and recruitment of project personnel including preparation of job forms and facilitates requests;
- Performs a role of Originator (travel arranger) to prepare Travel Authorization (TA) and facilitate Travel Request (TR) for the programme unit, including meeting participants through Quantum as well as maintain the supporting documents related to official missions for audit purposes;
- Work in close collaboration with the Business and Human Rights in HQ, Democratic Governance and Peacebuilding Unit, relevant units in Country Offices, other UNDP units and donors to ensure consistent collation of information and inputs into BRH, BPPS, donor and other reporting formats and platforms for administrative and operational processes;
- Prepare Team and Project shadow budgets and expenditure records, and support project managers on budget management, and review and monitoring of project budgets;
- Lead on budget management for the project, including prepare budget authorizations, budget revisions and budget corrections, verify cumulative expenditure status, support UNDP country office on financial management and reporting, and ensure financial reports and budget revisions are in order for signing and timely submission to donors;
- Prepare and monitor budget authorizations to Country Offices in line with approved workplans;
- Perform other related tasks and assignments within the larger regional programme structure.
Supports resource mobilization focusing on achievement of the following results:
- Analysis of information on donors, preparation of donor’s profile;
- Preparation of Revenue Recognition by recording revenue in the Revenue Management system based on a category of agreed financial contribution agreements and performs revenue transfer processes to respective COs or other executing agencies in Asia and the Pacific region;
- Track and reporting on mobilized resources in cooperation with Programme Support Unit on financial and other operational matters. Review of contributions agreement, managing contributions in Quantum and supports authorization process for project relevant documents.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Synthesis of lessons learnt and best practices in programme with ability to train others;
- Sound contributions to knowledge networks and communities of practice.
- 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
- Operations Management: Ability to effectively plan, organize, 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
- Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.Provide inputs to the development of customer service strategyLook for ways to add value beyond clients’ immediate requests; Ability to anticipate client’s upcoming needs and concerns
Administration and Operations
- 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
- 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
- Secondary education or equivalent
- Bachelor’s degree in Business, Public Administration, Law, Economics, Finance, Political Science, International development, International Relations and Social Sciences or any related fields to the scope of the assignment would be given due consideration
- Minimum 7 years (with secondary education), or 4 years (with Bachelor’s degree), of progressively responsible experience in regional/international programme and programme management, administration and financial management or related field is required
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and database management system for projects is required
- Experience in the use of an ERP system (e.g. Atlas, Quantun, UNAll) is an advantage
- Knowledge of UNDP programming and budget structure would be desirable
- Knowledge of procurement will be considered an advantage
- Extensive knowledge of UNDP’s policies, procedures and practice including familiarity of Quantum operational system is an asset
- Ability to work as a part of a team, sharing information and coordinating efforts within the team
- Ability to take lead and/or process the tasks with minimum supervision
- Proficiency in Thai and English with advanced command of speaking and writing
- Working knowledge of other UN official language is an asset
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.
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