Project Assistant (Administration and Finance)

JOB DESCRIPTION

Job Description

UNDP Lao PDR:

Guided by the global UNDP Strategic Plan (2022 – 2025) and UNDP Country Programme for Lao PDR (2022 – 2026), UNDP in Lao PDR works closely with the line Ministries, mass organizations, civil society, development partners, and the private sector at both national and sub-national levels in pursuit of the national socio-economic development priorities defined in Lao PDR’s five-year National Socio-Economic Development Plan (NSEDP) and Sustainable Development Goals (SDGs). The UNDP’s work is strongly focused on the provision of policy advice and technical support to the Government of Lao PDR in the design and implementation of national legislation and strategies across four broad Priority Pillars – (1) inclusive growth and reduced inequalities, (2) UXO clearance and risk education, (3) natural resources, climate change and disaster risk reduction, as well as (4) effective, responsive, and accountable governance.

UNDP has a long history working in Lao PDR. UNDP’s comparative advantage has been its ability to work closely with a very broad range of government and local-level institutions at all levels. The new UNDP country programme is aligned with the 9th NSEDP and is anchored in UNDP’s long-term partnership with the Government of more than three decades. The new programme builds on the achievements of the previous CPD that saw the incorporation of the SDGs into the national planning architecture. It will aim to support Lao PDR recover from the economic and social impacts of the COVID-19 pandemic and continue its transition from LDC status, with a particular emphasis on supporting inclusive growth and reducing inequality.

Project Description:

The UNDP-GEF LDCF Integrated Water Resource Management and Ecosystem-based Adaptation in the Xe Bang Hieng river basin and Luang Prabang city aims to support the government of Lao PDR to promote the integrated management of land and water resources at target sites in the Xe Bang Hieng River Basin and Luang Prabang city. This will increase the climate resilience of communities to the impacts of floods and droughts — both of which are projected to become more intense and frequent under future climate scenarios. The project will be implemented over the period of four-years from May 2022 to May 2025 by the Department of Water Resource  of the Ministry of Natural Resources and Environment.

The proposed project will strengthen the climate resilience of communities in two particularly vulnerable areas of Lao PDR – namely Savannakhet Province and Luang Prabang city – particularly focussing on the impacts of floods and droughts. This improved resilience will be achieved through three complementary project components, specifically: i) developing national and provincial capacities for Integrated Catchment Management (ICM) and integrated urban Ecosystem-based Adaptation (EbA) for climate risk reduction; ii) Ecosystem-based Adaptation (EbA) interventions, with supporting protective infrastructure and livelihood enhancement; and iii) Knowledge management and Monitoring and Evaluation (M&E).

Duties and Responsibilities
The Project Assistant will work under the direct supervision of the Project Coordinator, and he/she is expected to perform the following tasks:
  1. Project Implementation Support:
  • Assist the Project Coordinator and other project staff and consultants in day-to-day implementation of the project;
  • Ensure all project documentation (progress reports, consulting and other technical reports and minutes of meetings) are properly maintained in hard and electronic copies in an efficient and readily accessible filing system, for when required by UNDP, project consultants and other PMU staff;
  • Ensure that all incoming and outgoing communications are properly stored and acted upon
  • Arrange meetings, appointments, trainings; prepare meeting documents and meeting reports;
  1. Administrative, Procurement and Financial Management Support:
  • Assist in the coordination, hire of vehicles, booking of travels, preparations and conduct of meetings, workshops and consultations, etc.
  • Support in recruitment for project related-staff/consultant/interns; assist in preparing the TOR, selection memo, budget, and coordinating with candidates.
  • Primariy responsibility for tracking project budget and expenditures, ensuring it is correctly and fully reflected in corporate systems
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 (insert up to 7 competencies)
Thematic Area: Business Management
Name: Project Management
Definition: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Thematic Area: Business Management
Name: Partnerships Management
Definition: Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies

Thematic Area: Business Management
Name: Operations Management
Definition: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
Thematic Area:General (across the functions)
Name: Event planning and execution
Definition: Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate

Thematic Area: Partnership management
Name: Relationship management
Definition: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding
Thematic Area: Administration & Operation
Name: Events management (including retreats, trainings and meetings)
Definition: Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Thematic Area: Finance
Name: Budget management
Definition: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Required Skills and Experience
Education:
  • Completion of Secondary Education or Bachelor’s degree in business administration, accounting, finance or relevant fields.
Experience:
  • Secondary education with 5 years experiences or 2 years of experience with Bachelor’s degree from any recognized university in Business Administration/International Development, demonstrable experience in the supporting project development and implementation or any other relevant field.

Required skills and competencies:

  • Excellent inter-personal, communication and negotiating skills.
  • Demonstrable skills in office computer use – word processing, spread sheets etc.
  • Experience in organizing trainings/workshops Excellent coordination skills, with ability to work under pressure and handle multiple activities and projects concurrently.

Desired skills:

  • Experience with Government departments, UN agencies, and international organizations desirable
  • Experience working with diverse teams with different technical capacities in international development.
  • Experience in documentation will add value
  • Experience in liaise and maintaining partnerships Experience with Global Environment Facility (GEF) funded projects would be a great advantage

Required Language(s) (at working level): Excellent knowledge of English and Lao languages is required.

This position is only for Lao Nationality.

Disclaimer
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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