- Country: Bangkok, Thailand
- No of vacancies: N/A
- Salary: N/A
- Organization: UNDP
- Gender: Both
- Deadline: 2024-01-11
- Collection, analysis and presentation of information for joint planning meeting, quarterly work plans, and budget work plans to support project implementation;
- Prepare information for Project Manager for his/her advice to donor, Implementing Partners and UNDP;
- Creating project in UNDP’s financial and administrative system, prepare budget revisions, revision of project status, determination of unutilized funds;
- Prepare and regularly update the Annual Workplan and the project budget; and
- Undertake project operational and financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final and final revision and support project manager in preparing the terminal assessment reports.
2. Ensures effective administrative and logistical support for the achievement of the outcomes of the project, focusing on achievement of the following results:
- Support national project implementation activities according to UNDP workflows (including Individual Contract (IC) process, organization of forums, workshops, travel, etc);
- Contacts with visitors and project personnel, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
- Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
- Translation of correspondences from Thai to English and vice versa, when needed;
- Maintenance of records/ documents/ files relating to the project in a user friendly manner
- Be responsible for assigned correspondence and other administrative tasks including creating e-requisitions.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
- Preparing correspondences relating to the implementation of the projects;
- Making logistical arrangements for the field visits and missions of the project team;
- Administrative support to conferences and workshops;
- Assistance in proper control of supporting documents for payments and financial reports;
- Check related forms delivered by Implementing Partners for completion before submitting them to the Finance or Procurement Unit;
- Proper receipting of goods and services.
- Preparation of routine correspondence, faxes, memorandum and reports to partners;
- Extracting, inputting, copying and filing data from various sources as required;
- Maintain a proper filing system for financial records ensuring safekeeping of confidential materials;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the office.
3. Provides support to project maintenance and assets management, focusing on achievement of the following results:
- Act as a backup to the Asset Focal point in the maintenance of records on assets management.
- Maintenance of files and records relevant to project maintenance.
4. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Participation in the training for the operations/programme staff and other trainings as appropriate; and
- Sound contributions to knowledge networks and communities of practice.
- Provide surge capacity to COs as needed.
Institutional Arrangement
Under the overall guidance of the Integrated Team Leader and relevant Project Managers Regional Project Managers, The Project Associate works in close collaboration with Integrated Programme Management Unit and Operation Support Team (OST) to exchange information and resolve complex project management, operations i.e. procurement and finance-related issues.
Business Management: 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, Ability toprovide inputs to the development of customer service strategy, Ability to look for ways to add value beyond clients’ immediate requests and ability to anticipate client’s upcoming needs and concerns.
Business Development- Knowledge Generation – Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Business Management- Risk Management – Ability to identify and organize action around mitigating and proactively managing risks
Business Management: Result-based management – Ability to manage programmes and projects with a focus at improved performance and demonstrable results
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.
- Secondary education is required
- A university degree (Bachelor´s degree) in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or related field will be given due consideration, but is not a requirement.
- A minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative and /or project management experience is required at the national and/or international level.
Required skills
- Experience in the use of computers, office software packages (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP.
Desired skills
- Experience working on development issues at national and international level is preferable.
- Ability to review and edit documents, ability to produce meeting reports identifying key actions.
- Experience working with a UN organization is preferable.
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