Background and Organizational Context

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.

Job Summary:

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.

Responsibilities:

Summary of Key Functions:

• Support budget management of Partnerships/Communications Team;
• Provide administrative support to Partnership/Communications team’s activities, and BRH Directorate Office;
• Provides effective support to management of the Partnership/Communications teams projects and activities;
• Supports knowledge building and knowledge sharing of the Partnership/Communications team

1) 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;
• 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.

2) 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 in following up on regional projects to ensure timely and accurate data entry of new partnerships opportunities and agreements in Quantum+.
• Support in the team 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;
•  Support the Regional Partnership Specialist and the Regional Communications Specialist in administering Teams’ assets; and maintain financial documents filling system.

3) Provide Administrative Support to BRH Directorate Office focusing on the achievement of the following results:

• Prepare and process of travel arrangements and missions, including preparation of e-requisitions, processing claims and asset management for Directorate Office;
• In close collaboration with Executive Associate to the DRD, when required, provide logistical support to the management of key office events;
• Back stopping Executive Associate to the DRD to manage the Directorate Office in his/her absence;
• Perform any other tasks assigned.

4) 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;
• Serve as the focal point for the Partnerships/Communications team for information entry into the RBAP calendar;
• 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.).

Institutional Arrangement

Under the overall supervision of the Regional Partnership Specialist and the Regional Communications Specialist, the Programme Associate 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.

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

Administration & Operations – Documents and records management: Overall document (hard or electronic) management;
registry and retention policy including storing and archiving.

Administration & Operations – Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Administration & Operations – 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.

Business Management – Project Management: Ability to plan, organise, prioritize and control resources, procedures and protocols to achieve specific goals.

Business Management – Operations Management: Ability to effectively plan, organize and oversee the Organizations’ business processed in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.

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 – Procurement management: The ability to acquire goods, services or works from an outside external source.

Requirements:

Education: 

• Secondary Education 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 would be desirable.

Work Experience:

• Minimum 6 years for secondary school, or 3 years for Bachelor’s degree holder, of progressively responsible administrative or programme experience is required at the national or international 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;
• Certification in project management would be an advantage.

Language Requirement:

Fluency in written and spoken English and Thai

REQUIRED EDUCATION Secondary School Education
WORK HOURS: 8 Hours a Day
EXPERIENCE IN MONTHS: 72