UNITED NATIONS DEVELOPMENT PROGRAMME

TERMS OF REFERENCE

SB3 - TEMPLATE

 I.  Position Information

Position Title:             Project Assistant

Agency:                       UNDP

Type of Contract:        Service Contract (SC)

Level:                           SB-3

Duty Station:                 Bangkok, Thailand

II. Organizational Context

Under the overall guidance of Programme Speciaist and Programme Analyst of Inclusive Green Growth and Sustainable Development (IGSD) Unit of UNDP Thailand Country Office and close  supervision of the Project Manager, the Project Assistant provides ongoing project and administrative assistance and support to the project as assigned by Programme Specialist or Programme Analyst, performing a variety of standard administrative processes ensuring high quality and accuracy of work.

The Project Assistant works in collaboration with the operations, programme and project staff in the UNDP Thailand CO to exchange information and ensure consistent services delivery.

III. Functions / Key Results Expected

Summary of Key Functions: 

• Provide support to management of ongoing project activities
• Support to administrative and logistical services
• Support to project maintenance and assets management
• Support to knowledge building and knowledge sharing
• Any other task assigned by the Supervisors

1. Provide support tomanagement of ongoing project activities through the following tasks and duties:

• 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 Atlas, prepare budget revisions, revision of project status, determination of unutilized funds;
• Prepare and regularly update the Annual Workplan and the project budget;
• 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:

q  Support national project implementation activities according to UNDP workflows (including IC process, organization of forums, workshops, travel, etc);

q  Contacts with visitors and project personnel, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;

q  Compilation and preparation of briefing and presentation materials, speeches,background information and documentation for meetings and missions;

q  Translation of correspondences from Thai to English and vice versa, when needed;

q  Maintenance of records/ documents/ files relating to the project in a user friendly manner

q  Be responsible for assigned correspondence and other admin tasks including creating E-requisitions;

q  Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;

q  Preparing correspondences relating to the implementation of the projects;

q  Making logistical arrangements for the field visits and missions of the project team;

q  Administrative support to conferences and workshops;

q  Assistance in proper control of supporting documents for payments and financial reports;

q  Check related forms delivered by Implementing partners for completion before submitting them to the Finance or Procurment Unit;

q  Proper receipting of goods and services;

q  Preparation of routine correspondence, faxes , memorandum and reports to partners;

q  Extracting, inputting, copying and filing data from various sources as required;

q  Maintain a proper filing system  for financial records ensuring safekeeping of confidential materials;

q  Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of Unit.

3.  Provides support to project maintenance and assets management, focusing on achievement of the following results:

q  Act as a backup to the Asset Focal point in the maintenance of records on assets management;

q  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:

q  Participation in the training for the operations/programme staff and other trainings as appropriate;

q  Sound contributions to knowledge networks and communities of practice.

 V. Competencies 

Corporate Competencies:

q  Demonstrates commitment to UNDP’s mission, vision and values;

q  Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;

q  Demonstrating/safeguarding ethics and integrity;  

q  Demonstrate corporate knowledge and sound judgment;

q  Self-development, initiative-taking;

q  Acting as a team player and facilitating team work;

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

q  Creating synergies through self-control;

q  Managing conflict;

q  Learning and sharing knowledge and encourage the learning of others;

q  Informed and transparent decision making.

Functional Competencies:

Building Strategic Partnerships

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

Promoting Organizational Learning and Knowledge Sharing

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

Job Knowledge/Technical Expertise

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

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

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

Promoting Organizational Change and Development

q  Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems

q  Uses information/databases/other management systems.

Client Orientation

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

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

q  Responds to client needs promptly.

Promoting Accountability and Results-Based Management

q  Gathers and disseminates information on best practice in accountability and results-based management systems.

VI. Recruitment Qualifications

Education:

Thai national with Secondary education or equivalent. Bachelor’ degree in Business Administration, Commerce, Human Resources, Finance, Social Sciences, International Relations and any other related fields would be desirable but it is not a requirement.

Experience:

Minimum five (5) years (with Secondary education), or, minimum two (2) years (with Bachelor Degree) of relevant experience in administration or programme support service.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Experience in handling of web-based management systems.

Language Requirements:

Excellent command of writing and speaking Thai and English