ThaiNGO

TERMS OF REFERENCE
Post Title: Human Resources Assistant (ROSEAP/2015/SC/004)

Duty Station: UNODC Regional Office for Southeast Asia and the Pacific
Bangkok, Thailand
Type of Contract: Service Contract (SB-3, in equivalent to GS-5)
Open to Thai national only
Duration: One year with possibility of renewal subject to funding
availability
Application deadline: Previously 20 August but extended to 03 September 2015
**********************************
DUTIES AND RESPONSIBILITIES:
Under the supervision of the Representative, ROSEAP and within the delegated authority, the
Human Resources Assistant will have the following duties:
Recruitment-Selection-Placement:
• Preparation of Terms of Reference for local and international staff, consultants and
interns
• Liaison with UNODC HQ and local sub-implementation partners to ensure the
appropriate classification and grading of posts
• Initiation and monitoring of the advertising, selection and placement processes for
UNODC ROSEAP staff
Administration of entitlements:
• Review and process requests for entitlements and claims (paper and online)
• Monitor and maintain Field Office Staff Information (FOSI) system data for staff
members in the assigned units
• Monitor the contractual status of staff members in the assigned units and initiate timely
action for reviews
• Monitor the status of entitlements and benefits of staff members in the assigned units and
initiate timely action for their review
• Advise and assist with other actions related to staff members' entitlements, such as
education grant and rental subsidy in liaison with UNODC HQ HRMS
…2/ Training and Staff Development:
2
Training and Staff Development:
• Monitor reporting cycles of ROSEAP staff and in liaison with relevant Line Mangers and
Heads of Offices ensure adherence to the ePAS and other relevant UN reporting systems
• Monitor and ensure compliance of ROSEAP staff as regards mandatory training activities
including the filing of certificates of completion / attendance
• Act as the Learning Focal Point for UNODC HQ Staff Development Unit (SDU) and
local UN training providers (e.g. ESCAP / UNDP / UN Cares)
• Maintain an updated calendar / inventory of available training materials and courses and
in consultation with relevant Line Mangers make available to staff in a structured way
• Maintain a register of training undertaken within staff files and in consultation with the
Head of Unit undertake periodic training needs analysis
General:
• Conduct exit interviews for separating staff members and assist them with clearance and
separation formalities
• Undertake research on a range of HR related issues and assist in the preparation of
notes/reports
• Provide general office support services: process, draft, edit, proofread and finalize for
signature/approval a variety of correspondence and other communications; set up and
maintain files/records (electronic and paper); schedule appointments/meetings, monitor
deadlines etc.
• Answer general queries and provide guidance on established procedures, processes and
practices
• Train and provide guidance to new staff in the unit and/or to peers and colleagues from
client offices on human resource procedures and practices
Perform other duties as required.
COMPETENCIES AND SKILLS:
Competencies:
• Professionalism: Knowledge of internal policies, processes and procedures generally
and in particular those related to programme/project administration, implementation and
evaluation, technical cooperation, programming and budgeting. Understanding of the
functions and organization of the work unit and of the organizational structure and
respective roles of related units. Ability to work well with figures, undertake basic
research and gather information from standard sources. Demonstrated ability to apply
good judgment in the context of assignments given. Shows pride in work and in
achievements; demonstrates professional competence and mastery of subject matter; is
conscientious and efficient in meeting commitments, observing deadlines and achieving
results; is motivated by professional rather than personal concerns; shows persistence
when faced with difficult problems or challenges; remains calm in stressful situations.
Takes responsibility for incorporating gender perspectives and ensuring the equal
participation of women and men in all areas of work.
• Communication: Speaks and writes clearly and effectively; listens to others, correctly
interprets messages from others and responds appropriately; asks questions to clarify,
and exhibits interest in having two-way communication; tailors language, tone, style
and format to match audience; demonstrates openness in sharing information and
keeping people informed.
…3/ Teamwork:
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• Teamwork: Works collaboratively with colleagues to achieve organizational goals;
solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from
others; places team agenda before personal agenda; supports and acts in accordance with
final group decision, even when such decisions may not entirely reflect own position;
shares credit for team accomplishments and accepts joint responsibility for team
shortcomings.
• Planning& Organizing: Develops clear goals that are consistent with agreed strategies;
identifies priority activities and assignments; adjusts priorities as required; allocates
appropriate amount of time and resources for completing work; foresees risks and allows
for contingencies when planning; monitors and adjusts plans and actions as necessary;
uses time efficiently.
• Creativity: Actively seeks to improve programmes or services; offers new and different
options to solve problems or meet client needs; promotes and persuades others to consider
new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”;
takes an interest in new ideas and new ways of doing things; is not bound by current
thinking or traditional approaches.
• Client Orientation: Considers all those to whom services are provided to be “clients”
and seeks to see things from clients’ point of view; establishes and maintains productive
partnerships with clients by gaining their trust and respect; identifies clients’ needs and
matches them to appropriate solutions; monitors ongoing developments inside and outside
the clients’ environment to keep informed and anticipate problems; keeps clients
informed of progress or setbacks in projects; meets timeline for delivery of products or
services to client.
• Commitment to Continuous Learning: Keeps abreast of new developments in own
occupation/profession; actively seeks to develop oneself professionally and personally;
contributes to the learning of colleagues and subordinates; shows willingness to learn
from others; seeks feedback to learn and improve.
QUALIFICATIONS AND BACKGROUND:
Education: Completion of high school education or equivalent. University Degree in Liberal
Arts, Public Administration, Finance, Economics, Political Sciences and Social Sciences would
be desirable, but it is not a requirement.
Work Experience: At least five years of progressively responsible experience specifically in
Human Resource Management is required. UN experience is an advantage.
Languages: Fluency in both spoken and written English and Thai. Knowledge of another
language of the region desirable.
Other Desirable Skills: Proficiency in MS Word, Excel, Power Point, Access and web browsers.
Ability to learn and use rudimentary elements of other common graphic and layout software.
HOW TO APPLY:
Interested applicants should submit the following documents:
(a) Letter of interest clearly stating suitability for the position
(b) UN Personal History Form and detailed curriculum vitae based on the criteria stated
above
…4/ Please submit the application by e-mail
4
Please submit the application by e-mail to: .
Application deadline is extended to 03 September 2015.
Due to the volume of applications, only candidates under positive consideration will be notified.
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Re-released date: 21August 2015

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Terms of Reference
Post Title: Budget/Finance Assistant

(Programme Support and Development)
(ROSEAP/2015/SC/003)
Duty Station: UNODC Regional Office for Southeast Asia and the Pacific
Bangkok, Thailand
Type of Contract: Service Contract (SB-3, in equivalent to GS-5)
Open to Thai national only
Duration: One year with possibility of renewal subject to funding
availability
Application deadline: Previously 20 August but extended to 03 September 2015
**********************************
Organizational Context:
The United Nations Office on Drugs and Crime (UNODC) is a global leader in the fight against
drugs, crime, terrorism and corruption. It is a lead provider of specialized assistance to
Governments. It operates in all regions through an extensive network of Field Offices. The
Regional Office for Southeast Asia and the Pacific (ROSEAP) delivers technical assistance in
UNODC mandated areas through a Regional Programme.
At ROSEAP, UNODC has established a Programme Support and Development function to
manage a significant volume of work and budget designed to support the design, development
and delivery of Regional Programme outputs and as well maintain a group of core staff who
undertake oversight functions at the Regional Office and promote good practises to Programme
and Operations staff based in satellite Country Offices.
Under direct supervision of the Regional Representative and under the overall guidance of the
Senior Programme Officer, UNODC/ROSEAP the Budget/Finance Assistant provides budget and
financial support services ensuring high quality, accuracy and consistency of work.
The Budget/Finance Assistant works in close collaboration with the operations team, programme
and project staff in ROSEAP, UNODC’s relevant country office(s), and HQ, technical advisors
and experts, as well as UNDP country office(s) and HQ as required to exchange information and
support programme delivery.
…2/ Functions / Key Results Expected:
2
Functions / Key Results Expected:
Summary of Key Functions:
• Support the formulation, planning, implementation and monitoring of UNODC Regional
Programme budget and its country programmes of activities.
• Support the coordination and administration of the Programme Support and Development
functions.
• Review and process financial transactions.
• Maintenance of the “Dashboard”.
• Knowledge building and knowledge sharing.
More specifically, the incumbent will be responsible for:
1. Support the formulation, planning, implementation and monitoring of the UNODC Regional
Programme budget and its country programmes of activities focusing on achievement of the
following key results:
• Efficient compilation of information, coordination and preparation of: work plans and
periodic updates; implementation reports; budget estimates; budget implementation
forecasts and reports;
• Timely completion of internal programme management and coordination processes, such
as those pertaining to UNODC’s budget and reporting platform, and other HQ related
submissions;
• Collect background information for facilitating budget preparation;
• Maintain budget records and statistics, data and systems for budget tracking and reporting
and prepare / generates reports;
• Assist programmes with issues related to funds availability, fund transfers and budget
compliance;
• Monitor and prepare budget revisions for the Regional Programme, review budget
revision for other global projects under UNODC ROSEAP, and develop expenditures
forecasts;
• Analyse, update and monitor expenditures implementation by outcome, output, and donor
agreements;
• Update and monitor donor pledge agreements and expiry dates;
• Prepare budget report and information for donors and provide input to donor reports in
coordination with programme staff;
• Monitor and estimate UNODC ROSEAP administrative costs and distribute intermediary
cost collector to budget and account for Field Office costs;
• Efficient compilation and flow of information and data between all concerned parties;
• Efficient and timely communications with all programme stake-holders and UNODC HQ.
2. Support the coordination and administration of the Programme Support and Development
functions, focusing on the achievement of the following key results:
• Review comparative procurement requests and maintain procurement request registration;
• Efficient management of programme and administrative documentation, records and files.
3. Review and process financial transactions focusing on achievement of the following key
results:
…3/ Examine, process and record
3
• Examine, process and record financial transactions and prepare remittances for
disbursement (e.g. payment for vendors, travel expense claim, vendor registration, etc.);
• Draft correspondences with respect to enquiries related to relevant financial and budget
matters;
• Monitor integrity of financial claims.
4. Maintain and update the Dashboard focusing on achievement of the following key results:
• Efficient financial monitoring and analysis of ongoing projects;
• Compilation of information for donor and implementation reporting;
• Maintenance of up-to-date programme information in UNODC ROSEAP Dashboard.
5. Support knowledge building and knowledge sharing focusing on achievement of the following
key results:
• Contributions for the orientation, initiation and administrative guidance of programme
personnel;
• Contributions to knowledge networks and communities of practice.
Impact of Results:
Efficient and timely achievement of the results directly affects programme delivery. Inaccuracy in
information supplied, inefficiency in support services provided, inadequacy in organizational and
logistical arrangements made and insufficient client orientation will have a significant negative
impact on programme efficiency and Organization’s reputation.
Corporate Competencies:
• Demonstrate commitment to Organization’s mission, vision and values.
• Display cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
• Professionalism:
a) show prides in work and in achievement with minimal supervision;
b) conscientious and efficient in meeting commitment, deadlines and achieving results;
c) able to work under stressful situation.
• Planning and Organizational:
a) develop clear goals that are consistent with agreed strategies;
b) identify priority activities and assignments and adjust priorities as required;
c) monitor and adjust plans and actions as necessary.
• Communication:
a) listen, speak and write clearly and effectively;
b) demonstrate openness in sharing information and keeping proper people informed.
• Teamwork and respect for diversity:
a) work collaboratively with colleagues to achieve organizational goals;
b) work effectively with people from all background;
…4/ treat all people equally
4
c) treat all people equally with dignity and respect;
d) share credit for team accomplishments and accept joint responsibilities for team
shortcomings.
Qualifications and Background:
Education: Secondary Education preferably with specialized certification in areas directly
relevant to budget and financial management. University Degree in Accounting, Business or
Public Administration would be desirable, but it is not a requirement.
Work Experience: At least 5 years for secondary school, or 3 years for B.A. holder, of relevant
administrative, finance and programme experience is required at the national or international
level. Experience in the usage of computers and office software packages (MS Word, Excel,
PowerPoint, etc.) and knowledge of spreadsheet and database packages, experience in handling of
web based management systems.
Languages: Fluency in the UN (English) and national language of the duty station.
HOW TO APPLY:
Interested applicants should submit the following documents:
(a) Letter of interest clearly stating suitability for the position.
(b) UN Personal History Form and detailed curriculum vitae based on the criteria stated
above. UN Personal History Form could be downloaded from:
http://www.unodc.org/southeastasiaandpacific/en/who-we-are/job-opportunities.html
Please submit the application by e-mail to: .
Application deadline is extended to 03 September 2015.
Note: (a) Please clearly indicate the position you are applying for.
(b) Failure to submit supporting documents as specified in the announcement will result in
an incomplete application. Applicants who submit incomplete applications will NOT
be considered for this vacancy announcement.
Due to the volume of applications, only candidates under positive consideration will be notified.
***********************
Re-released date: 21 August 2015

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Terms of Reference
Post Title: Programme Assistant – for Roster (ROSEAP/2015/SC/006)

Duty Station: UNODC Regional Office for Southeast Asia and the Pacific
Bangkok, Thailand
Type of Contract: Service Contract (SB-3, in equivalent to GS-5)
Open to Thai national only
Duration: One year with possibility of renewal subject to funding
availability
Application deadline: 30 August 2015
**********************************
Organizational Context:
UNODC Regional Office for Southeast Asia and the Pacific’s Regional Programme (RP) outlines
the proposed scope and focus of UNODC's work in Southeast Asia from 2014 to 2017. It
provides a framework for delivering a coherent programme of work to:
(i) give clear focus to supporting Member States and regional partners in achieving priority crime
and drug outcomes in the region; and
(ii) increase the responsiveness, efficiency and effectiveness of UNODC's support to the region.
The RP focuses primarily on regional crime and drug challenges that are best addressed through
coordinated cross-border and intra-regional cooperation. There are 5 sub programmes under the
RP.
• Transnational organised crime
• Anti-Corruption
• Terrorism Prevention
• Criminal justice systems
• Drugs and Health, and Alternative Development
Functions / Key Results Expected:
Summary of Key Functions:
Under the supervision of the Regional Representative, ROSEAP and the direct supervision of the
Project Coordinator, the Programme Assistant will be responsible for providing administrative
and managerial support in implementing activities and projects under UNODC Regional
Programme for SEA 2014-2017.
…2/ More specifically
Call for applications: Programme Assistant (Roster)
2
More specifically, the incumbent will be responsible for:
1. Supports formulation and implementation of the Regional Programme and its country
programmes of activities focusing on achievement of the following key results:

Efficient collection, analysis and presentation of background information for facilitating
programme formulation and implementation.

Efficient organizational and logistical arrangements for programme activities

Efficient compilation and flow of information and data between all concerned parties

Efficient and timely communications with all programme stake-holders
2. Provides support for the management and coordination of the Regional Programme and
its country programmes of activities, focusing on the achievement of the following key
results:

Efficient compilation of information, coordination and preparation of: draft work plans
and periodic updates; implementation reports; budget estimates; budget implementation
forecasts and reports

Timely completion of internal programme management and coordination processes, such
as those pertaining to PROFI and other HQ-related submissions

Efficient management of programme documentation, records and files
3. Provides administrative support to the Regional Programme focusing on achievement of
the following key results:

Efficient administration of budgets, allotments and allocations

Timely planning and arrangements for requisitions, payments, travel and other
administrative and logistical needs and services

Efficient administration of ad hoc programme personnel, such as on special service
contracts and internships
4. Supports resource mobilization, partnership building and programme advocacy focusing
on achievement of the following key results:

Efficient communication and programme information flow with potential external
partners

compilation of information for funding proposals and implementation reports

Maintenance of up-to-date programme information in UNODC Website
5. Supports knowledge building and knowledge sharing focusing on achievement of the
following key results:

Contributions for the orientation, initiation and administrative guidance of programme
personnel

Contributions to knowledge networks and communities of practice.
Impact of Results:
Efficient and timely achievement of the results directly affects programme delivery. Inaccuracy
in information supplied, inefficiency in support services provided, inadequacy in organizational
and logistical arrangements made and insufficient client orientation will have a significant
negative impact on programme efficiency and Organization’s reputation.
Corporate Competencies:

Demonstrates commitment to Organization’s mission, vision and values.

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
…3/ Functional Competencies:
3
Functional Competencies:
Knowledge Management and Learning

Shares knowledge and experience

Actively works towards continuing personal learning, acts on learning plan and applies newly
acquired skills
Development and Operational Effectiveness

Ability to perform a variety of standard tasks related to Results Management, including
screening and collecting of programme/ projects documentation, projects data entering,
preparation of revisions, filing, provision of information

Ability to provide input to business processes re-engineering, implementation of new system,
including new IT based systems
Leadership and Self-Management

Focuses on result for the client and responds positively to feedback

Consistently approaches work with energy and a positive, constructive attitude

Remains calm, in control and good humored even under pressure
Qualifications and Background:
Education: Secondary Education preferably with specialized certification in areas directly
relevant to service and financial management. University Degree in Business or Public
Administration, Law, Economics, Political Science or other Social Sciences would be desirable,
but it is not a requirement.
Work Experience: At least 5 years of relevant administrative or programme experience is
required at the national or international level. Experience in the usage of computers and office
software packages (MS Word, Excel, PowerPoint, etc) and knowledge of spreadsheet and
database packages, experience in handling of web based management systems.
Languages: Fluency in the UN (English) and national language of the duty station.
Other Desirable Skills: Proficiency in MS Word, Excel, Power Point, Access and web browsers.
Ability to learn and use rudimentary elements of other common graphic and layout software.
Previous experience in EU funded project is an advantage.
HOW TO APPLY:
Interested applicants should submit the following documents:
(a) Letter of interest clearly stating suitability for the position
(b) UN Personal History Form and detailed curriculum vitae based on the criteria stated
above. UN Personal History Form could be downloaded from
http://www.unodc.org/southeastasiaandpacific/en/who-we-are/job-opportunities.html
Please submit the application by e-mail to: .
…4/ Application deadline
4
Application deadline is 30 August 2015.
Note: (a) Please clearly indicate the position you are applying for.
(b) Failure to submit supporting documents as specified in the announcement will result in
an incomplete application. Applicants who submit incomplete applications will NOT
be considered for this vacancy announcement.
Due to the volume of applications, only candidates under positive consideration will be notified.
***********************
Released date: 06 August 2015