ThaiNGO

United Nations Development Programme

Terms of Reference

Post Title:                               Programme Assistant

Type of Appointment:          Service Contract (SC-5)

Organizational Unit:             UNDP Bangkok Regional Hub (BRH)

Remuneration:                         Starting THB 556,800 per annum

Duration of Contract:           1 year (Renewable subject to good performance and availability of funds)

Background:

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

UNDP’s work on HIV, health and development leverages the organization’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies. As part of this work, UNDP helps countries to mainstream attention to HIV and health into action on gender, poverty and the broader effort to achieve and sustain the Millennium Development Goals. UNDP also works with countries to understand the social and economic factors that play a crucial role in driving health and disease, and to respond to such dynamics with appropriate policies and programmes within and beyond the health sector.

The project, Building Capacity for Access and Delivery of New Global Health Technologies for Tuberculosis (TB), Malaria, Neglected Tropical Diseases (NTDs), and other Diseases in Low and Middle Income Countries (LMICs) – abbreviated as the “Access and Delivery Partnership” (ADP) – is a multi-agency collaboration between UNDP, WHO/TDR and PATH, which seeks to build capacity in low and middle-income countries to enhance these countries’ abilities to access and deliver new health technologies for addressing Tuberculosis, Malaria and Neglected Tropical Diseases (NTDs). The basic premise of the ADP is that access to, and delivery of, new health technologies is a multi-faceted and complex issue, which requires an integrated and coherent approach for its effective implementation.

Hence the focus of the ADP on strengthening national capacities for developing a coherent policy and legal environment that enables governments to build effective and sustainable health governance structures. The development of a policy and legal environment and governance structures that can effectively address the various intersections between public health, socio-economic development, and industrial and fiscal, policies, should be seen as integral to ensure sustainable access to, and delivery of, affordable medicines and other health technologies.

The ADP is implemented and managed by the ADP project team, based at both UNDP HQ and UNDP BRH. Under the overall guidance and direct supervision of the Programme Advisor of ADP, the Programme Assistant will provide support services to ensure high quality, accuracy and consistency of work. The Programme Assistant will be an integral part of the ADP project team and will work in close collaboration with the operations, programme and project staff of the ADP team at UNDP BRH and UNDP HQ, as required to exchange information and support programme delivery.

The Programme Assistant will also provide additional support to the HHD team at UNDP BRH, as requested and mutually agreed with the Team Leader of the HHD Team at UNDP BRH.

Duties and Responsibilities:

Supports formulation of programme strategies and implementation of ADP global project activities and the HHD regional programme, focusing on achievement of the following results:

Collection, analysis and presentation of information for identification of areas in support of ADP and HHD teams, including tracking of Advisory services, filing of BTORs, briefing notes and presentations;

Support to the ADP and HHD teams on the formulation and updating of global, regional and country workplans and budgets.

Provides financial management support to the ADP global project and the HHD regional programme, with a focus on the achieving the following results:

Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;

Creation of requisitions, Vendors or Purchase Orders in Atlas for development projects (depending on the roles assigned in Atlas), including budget checking for requisitions, POs and vouchers;

Review and scrutiny of payment requests, including maintaining records of supporting documents, monitoring payment status and payment history;

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;

Presentation of information for audit and support for the implementation of audit recommendations.

Provides administrative support to the ADP implementation activities focusing on achievement of  the following  results:

Management of ADP institutional and individual contracting process, including preparation and review of institutional and individual contracts, maintenance of contracts in hard and soft copies and monitoring invoices, consultant COPs and timesheets;

Provision of administrative services to meetings, seminars, workshops;

Provision of travel arrangements, as required, ensuring proper use of UNDP resources and client satisfaction.

Supports resource mobilization focusing on achievement of the following results:

Preparation of relevant information, specifically related to reports and financial analysis;

Preparation and review of contribution agreements, managing contributions in Atlas;

Maintenance of relevant responsibilities according to contribution agreements.

Supports knowledge building and knowledge sharing, through a focus on achievement of the following results:

Development and maintenance of project filing system, including management of ADP publications and resources, and support for dissemination of publications;

Participation in the trainings for the operations/project staff on programme;

Relevant contributions to knowledge networks and communities of practice.

Competencies:

Corporate Competencies:

Demonstrating/safeguarding ethics and integrity;

Demonstrate corporate knowledge and sound judgment;

Self-development, initiative-taking;

Acting as a team player and facilitating team work;

Facilitating and encouraging open communication in the team, communicating effectively;

Creating synergies through self-control;

Managing conflict;

Learning and sharing knowledge and encourage the learning of others;

Informed and transparent decision making;

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Functional Competencies:

Results-Based Programme Development and Management

Provides information and documentation on specific stages of projects/programme implementation.

Building Strategic Partnerships

Analyzes general information and selects materials in support of partnership building initiatives.

Innovation and Marketing New Approaches

Documents and tracks innovative strategies/best practices/new approaches.

Promoting Organizational Learning and Knowledge Sharing

Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise

Understands the main processes and methods of work regarding to the position;

Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;

Demonstrates good knowledge of information technology and applies it in work assignments.

Global Leadership and Advocacy for UNDP’s Goals

Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences.

Client Orientation

Reports to internal and external clients in a timely and appropriate fashion;

Organizes and prioritizes work schedule to meet client needs and deadlines;

Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;

Responds to client needs promptly.

Qualifications:

Education:

Secondary Education or equivalent, preferably with specialised certification in Accounting and/or Finance. University degree in Business or Public Administration, Economics, Political Sciences or Social Sciences is desirable.

Work experience:

Minimum 5 years of relevant administrative or programme experience at national or international level for a secondary school certificate holder, or at least 3 years of the same professional experience for a Bachelor’s degree holder;

Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is an asset and strong knowledge of spreadsheet and database packages is a plus;

Experience in handling web-based management systems is an advantage.

Language requirement:

Fluency in both English and Thai is essential.

Interested candidates should submit applications online with UN Personal History Form (P11) by 11 August 2015 at:

http://www.th.undp.org/content/thailand/en/home/operations/jobs/

Note: This vacancy announcement is for position no. 00103491.  Successful candidates may also be placed on the roster for consideration for a similar position that may be available within one year.

This position is open for Thai national only.

Only short listed candidates will be notified.