ThaiNGO

Background

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). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan.  BPPS’s staff provides technical advice to Country Offices; advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas.  BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response.  BPPS ensures that issues of risk are fully integrated into UNDP’s development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working.  BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

Based in UNDP’s Bureau for Policy and Programme Support, Sustainable development Cluster, the Nature, Climate and Energy Cluster (NCE), focuses on integrating UNDP’s economic, social and environmental work into a coherent sustainable development policy and programming framework. It seeks to provide an integrated package of services covering all strands of sustainable development, including on integrated development planning and inclusive and sustainable growth, sustainable livelihoods and economic recovery in post crisis situations and natural capital and the environment. This objective is achieved through five inter-related areas of work: (i) sustainable management of ecosystem goods and services; (ii) scaling up of climate change adaptation and mitigation; (iii) sustainable, affordable and accessible energy services; (iv) sustainable management of chemicals and waste; and (v) improved water and ocean governance. These areas of work are fully aligned with the UNDP Strategic Plan.

To achieve this, the NCE team works closely with UNDP country offices to help countries develop and implement programmes and projects which advance their capacity to put in place the right mix of regulatory and financial incentives, remove institutional and policy barriers, and create enabling environments that attract and drive private sector investment into green development.

NCE staff assist partner countries to develop and implement programmes and projects that combine and sequence resources from a wide range of global environment and climate funds, financial mechanisms, and instruments including, but not limited to: the Global Environment Facility (GEF) managed family of vertical funds such as the GEF Trust Fund, the Special Climate Change Fund and the Least Developed Countries Fund, the Adaptation Fund, the Green Climate Fund, as well as, a variety of multilateral, bilateral, national, sub-national and private sector sources.

Based in the Bangkok Regional Hub, under the primary supervision of the Management and Programme Support Analyst in the NCE Environmental Finance Management Programme Support Unit (MPSU) , and the secondary supervision of NCE Regional Team Leader (RTL), the Administrative and Operations Associate ensures the efficient management of all financial, operational and administrative services in the Regional Coordination Unit (RCU) and also provides services to COs in the region.

The Administrative and Operations Associate works in close collaboration with RCU Regional Technical Advisors, Programme Associates/Assistants, as well as, staff in the UNDP Bangkok Regional Hub, HQs, other RCUs, and UNDP Country Offices as required for resolving complex administrative-related issues and exchange of information.

The Administrative and Operations Associate promotes a client, and results-oriented approach consistent with UNDP rules and regulations and ensures high quality and accuracy of work.

Duties & Responsibilities

1.         Budget Management and Operational Strategies

• Provision of inputs to the mapping and implementation of internal standard operating procedures (SOPs) for budgeting/administrative processes, in consultation with the direct supervisor and RTL;
• Plan, formulate, and monitor the RCU budget and advise the RTL and Regional Technical Advisors (RTAs) on resource planning and availability, preparing information, and justification for RCU Atlas budgetary revisions;
• Produce financial and management reports for the RTL and Environmental Finance team at HQ in accordance with corporate requirements and upon request;
• Review/prepare payment requests and process vouchers in Atlas.  Assist in internal billing on cost-recovery for RCU if required;
• Support procurement and budgeting processes in accordance with UNDP rules and regulations including, but not limited to, the recruitment of consultants, ensuring budget availability/recording, and reviewing for completeness requests for final payments;
• Ensure full compliance with UN, UNDP, NCE team’s rules and regulations on financial processes, financial records and reports, and audit follow-up, as well as, effective implementation of the internal control framework and relevant risk management systems.

2.         Coordination of Administrative and Procurement Support

• Responsible for RCU procurement processes, including preparation of RFQs, ITBs, receipt of quotations, bids or proposals, and their preliminary evaluation in full compliance with procurement guidelines and in consultation with procurement focal points;
• Coordinate with Regional Hub Transactional Services Team (TST)/Global Shared Services Unit (GSSU) on team recruitment, contract maintenance, and separation;
• Review and verify invoices and common services expenses charged to the RCU budget (e.g.: rent, utilities, phone, miscellaneous);
• Provide communication support (electronic and hard copy correspondence, etc.) to RCU staff;
• Maintain RCU vendors data base;
• Oversight on the financial Delegation of Authorities and ERP system’s profiles of the RCU to ensure compliance with the Internal Control Framework;
• Procurement of supplies, equipment, and assets including maintaining a roster of suppliers and undertaking asset procurement in accordance with prevailing rules and NCE and/or BRH practices and policies;
• Coordinate with TST for RCU asset tracking, replacement, transfer, disposal and record;
• Prepare/review of inventory reports, and support the implementation of inventory and physical verification control of RCU assets;
• Support with protocol matters, registration of staff, security, coordination with TST on space and other administrative duties;
• Backstop other Administrative Assistants/Associates within the MPSU as needed.

3.         Implementation Oversight on Programming

• Focal point for conversion of UNDP Total Budget Work Plan (TBWP) to GEF TBWP format for all submissions of RCU;
• Coordinate within the MPSU and follow up with country offices on project closure process;
• Assist the MPSU on annual financial audit and financial oversight of the vertical fund portfolio if required; 
• Support research and retrieval of statistical data from internal and external sources, including the effective use of Project Management Information System (PIMS+), and preparation of statistical report and analysis.

4.         Logistical Services

• Coordinate and assist with travel arrangements for RCU staff official missions and review/process travel and expenditure claims;
• Participate in the preparation of RCU events (e.g. training, workshops) and provide all logistical support.  Coordinate/collect and maintain all relevant material/documents and presentations;
• Organize and coordinate RCU team meetings and prepare corresponding minutes, including follow-up.

5.         Information and Records Management

• Provision of reliable registry services. Establish and maintain a centralized filing system/archive, and induct staff in its usage;
• Maintain RCU documentation in electronic or hard copy format, (e.g. supporting documents for vouchers, Purchase Orders, financial report, etc.) as determined by the MPSU and in accordance with UNDP policies and guidelines;
• Identify and organize RCU inputs to regional websites in collaboration with the NCE Programme Associates;
• Maintain database of cluster consultants and Scientific and Technical Advisory Panel (STAP) reviewers and update relevant information in Atlas;
• Maintain and regularly update project counterpart contacts database and team record/information.

6.         Supports Knowledge Building and Knowledge Sharing

• Provide ERP management-related training (e.g. Atlas) and support to RCU RTAs and Programme Associates as needed;
• Act as RCU focal point for all ERP support issues and ensures knowledge on ERP is up to date, including new functionality, reporting capabilities;
• Training of NCE and CO staff on the administrative procedures related to the environmental vertical funds;
• Briefing/debriefing of staff members on issues relating to area of work;
• Any other duties assigned by the Supervisor as required.

COMPETENCIES

Core Competencies :

Innovation

• Ability to make new and useful ideas work         

Leadership

• Ability to persuade others to follow        

People Management

• Ability to improve performance and satisfaction 

Communication

• Ability to listen, adapt, persuade and transform  

Delivery

• Ability to get things done while exercising good judgement

Technical / Functional Competencies:

Organizational Skills

Demonstrated capacities to perform multiple tasks, in multi-cultural environment and dealt with confidential matters.

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.

Reviewing and reporting

Ability to review and edit documents, ability to produce meeting report identifying key actions.

Development and Operational Effectiveness

Programme management skills and communication skills.

Financial Reporting and Analysis

Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner

Partnerships/Relationship Management

Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships.

Knowledge Management

Ability to efficiently handle and share information and knowledge.

Risk Management

Ability to identify and prioritize risks, and organize action around mitigating them.

Project Management

Ability to plan, organize, motivate, and control resources, procedures and protocols to achieve specific goals.

QUILIFICATIONS:

Education:

• Secondary Education, preferably with specialized certification in Accounting, Finance, or Administration;
• Bachelors' Degree in Accounting, Finance, Business Administration, Economics or a related field with 3 years of relevant experience will also be accepted;
• Certification in project management and/or procurement would be an added advantage.

Experience:

• 6 years of relevant experience with Secondary Education, or 3 years of experience with a Bachelor’s degree, in administration or programme support services, preferably some of which is with a UN agency;
• Experience in project oversight and/or management highly desirable;
• Experience at the national or international level with organizations that manage grants or vertical funds is an advantage;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling web-based management/ERP systems such as ATLAS highly desirable.

Language Requirements:

• Fluency in in written and spoken English and Thai.
• Working knowledge of other UN languages is an asset.

Application to be submitted online at https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/1271