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

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

Duty Station:                         Bangkok, Thailand

Background:

The Bangkok Regional Hub (BRH) of the United Nations Development Programme provides policy expertise and advisory services in the areas of Governance and Peacebuilding, Inclusive Growth and Environment and Energy, and in the cross-cutting areas of Gender, Capacity Development and Knowledge Management. BRH acts as a hub of development knowledge, an advocate for equitable human development and inclusive growth, a promoter of South-South cooperation, a facilitator of regional dialogues on sensitive and emerging development issues, a pioneer of innovative sustainable solutions and a broker of efficient development aid.  BRH supports the 26 UNDP Country Offices across the region through tailored policy advisory services, project backstopping, programming, operations and knowledge management support.  We rapidly deploy joint teams in response to emergencies in the region prone to natural disasters and humanitarian crisis. Priority for direct support is given to Least Developed Countries, Small Islands States and Landlocked Developing nations as well as to conflict and post-conflict nations.

Under the overall guidance the Team Leader and direct supervision of a Programme Advisor, the Programme Assistant will provide support services ensuring high quality, accuracy and consistency of work related to Governance and Peacebuilding projects including; Local Governance, Conflict Prevention, Access to Justice and Human Rights, Rule of Law, Civil Society and Youth, and Extractive Industries.  The Programme Assistant is an integral part of - and provide support to- the Regional Governance and Peacebuilding team.

The Programme Assistant works in close collaboration with the operations, programme and project staff in the Bangkok Regional Hub and UNDP HQ as required to exchange information and support programme delivery.

Duties and Responsibilities:

1. Supports formulation of programme strategies focusing on achievement of the following results:

• Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.

2. Provides effective support to management of the Regional Programme/s focusing on the achievement of 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;
• Presentation of information for audit of development projects.

3. Provides administrative support to Regional Programme/s implementation activities focusing on achievement of the following  results:

• Support the Governance and Peacebuilding Cluster’s projects implementation activities according to BRH workflows (including IC process, organization of workshops, travel etc.);
• 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;
• Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas;
• Making budget check for requisitions, POs and vouchers.

4. Provides administrative support to the Regional Practice advisory functions focusing on achievement of the following  results:

• Collection, analysis and presentation of information in support to the practice team’s research functions;
• Integrity of Practice team information including tracking of Advisory services;
• Provision of administrative services to meetings, seminars, workshops;
• Efficient travel arrangements provided for the team as required, ensuring proper use of UNDP resources and client satisfaction.

5. Supports budget management and donor reporting 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.

6. Supports knowledge building and knowledge sharing in BRH focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on programme;
• Contributions to knowledge networks and communities of practice, specifically in participation of creation and maintenance of team pages.

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. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

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:

• Thai National with Secondary Education or equivalent, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Work experience:

• Minimum 5 years for Secondary school, or 3 years for a Bachelor's degree holder, 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, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language requirement:

• Fluency in English and Thai.

Interested candidates should submit applications online with UN Personal History Form (P11) by 30 January 2017 at:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=7602

This position is open for Thai national only.

Only short listed candidates will be notified.