UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
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, as envisaged by 2030 Agenda for Sustainable Development. UNDP is on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges.
In Asia and the Pacific, UNDP Bangkok Regional Hub (BRH) is responsible for the implementation of regional projects, knowledge management activities and the provision of advisory services to the 24 UNDP Country Offices in Asia and the Pacific.
At UNDP BRH, under the overall guidance and direct supervision of both the Regional Advisor on SDG localization/Governance Cluster lead and the Project Manager of Fairbiz “Promoting a Fair Business Environment in ASEAN” project, the Programme Associate will provide support services to the Governance team and associated projects to support implementation, timely delivery of results and compliance with rules and procedures, high quality accuracy and consistency of work related. As a team member of the Bangkok Regional Hub, the Programme Associate will extend his/her support to other teams when necessary and possible.
The Programme Associate provides support to the programmatic and administrative functions, including budgetary/financial management. The Programme Associate works to ensure full coordination and confidentiality in all aspects of assignments, maintaining protocol procedures, archives, classification of tasks, communications, preparation of documents, correspondence, etc. and 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
Under the overall guidance and direct supervision of both the Regional Advisor on SDG localization/Governance Cluster lead and the Project Manager of Fairbiz “Promoting a Fair Business Environment in ASEAN” project, the Programme Associate will provide support services to the Governance team and associated projects to support implementation, timely delivery of results and compliance with rules and procedures, high quality accuracy and consistency of work related. As a team member of the Bangkok Regional Hub, the Programme Associate will extend his/her support to other teams when necessary and possible.
Summary of Key Functions:
Support to formulation of programme strategies and implementation of the Regional Programme/project
Support to management of the Regional Programme/project
Administrative support to the Programme Unit
Support to resource mobilization
Facilitation of knowledge building and knowledge sharing
Supports formulation and implementation of the RBAP Regional Programme and associated projects strategies, focusing on achievement of the following results:
Collection, analysis and presentation of background information for preparation of Regional Programmes and associated projects, effective application of RBM tools and establishment of management targets;
Presentation of background information for formulation of regional programme, draft project documents, work plans, budgets, proposals and detailed procurement plans on implementation arrangements to ensure their compliances with UNDP’s and donor’s requirement.
Provides effective support to management of the Regional Programme and associated projects focusing on the achievement of the following results:
Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project;
Provision of guidance to the executing agencies on routine implementation of projects according to UNDP’s and donor’s rules;
Preparation of relevant information and financial analysis to periodic and ad-hoc financial reporting to donors and COs, as needed;
Monitors project commitment and expenditures through a variety of reporting and compares with approved budget; prepares adjustments and project finance documents as necessary;
Maintain electronic and, where necessary, hard-copy files of all project and associated information;
Presentation of information for audit of the project, supports implementation of audit recommendations.
Provides administrative and operational support to the Programme Unit focusing on achievement of the following results:
Review of project Financial Reports; preparation of non-PO vouchers for development projects;
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas;
Making budget check for requisitions, POs and vouchers;
Preparation of vouchers and requisitions for development projects;
Provide overall/secretariat support in the organization of workshops/events including logistical, administrative and financial aspects, making sure that all the requirements of the speaker and participants are met;
Provides effective support on timely procurement of services and goods including contract requests (Individual Contracts, Institutional Contracts, Contract for Professional Services, LTAs) and recruitment of project personnel including preparation of job forms and facilitates requests;
Performs a role of Originator (travel arranger) to prepare Travel Authorization (TA) and facilitate Travel Request (TR) for the programme unit, including meeting participants through ATLAS as well as maintain the supporting documents related to official missions for audit purposes;
Work in close collaboration with the Business and Human Rights in HQ, Democratic Governance and Peacebuilding Unit, relevant units in Country Offices, other UNDP units and donors to ensure consistent collation of information and inputs into BRH, BPPS, donor and other reporting formats and platforms for administrative and operational processes;
Prepare Team and Project shadow budgets and expenditure records, and support project managers on budget management, and review and monitoring of project budgets;
Lead on budget management for the project, including prepare budget authorizations, budget revisions and budget corrections, verify cumulative expenditure status, support UNDP country office on financial management and reporting, and ensure financial reports and budget revisions are in order for signing and timely submission to donors;
Prepare and monitor budget authorizations to Country Offices in line with approved workplans;
Perform other related tasks and assignments within the larger regional programme structure
Supports resource mobilization focusing on achievement of the following results:
Analysis of information on donors, preparation of donor’s profile;
Preparation of Revenue Recognition by recording revenue in the Revenue Management system based on a category of agreed financial contribution agreements and performs revenue transfer processes to respective COs or other executing agencies in Asia and the Pacific region;
Track and reporting on mobilized resources in cooperation with Programme Support Unit on financial and other operational matters. Review of contributions agreement, managing contributions in Atlas and supports authorization process for project relevant documents
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Synthesis of lessons learnt and best practices in programme with ability to train others;
Sound contributions to knowledge networks and communities of practice
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies:
Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Financial reporting and analysis: Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector; Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring; Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance
Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Administration & Operations
Travel policy and procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative
Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Assets management: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
Onboarding of personnel: Knowledge of policy and procedures on administrative on-boarding, including issuance of office ID, email address creation, office space, telephone extension, Argus profile set up, issuance of office ICT equipment
Required Skills and Experience
Secondary education degree preferably with specialized certification in Business or Public administration, Finance or related areas
Bachelor’s degree in Business or Public Administration, Economics, Finance, Political Science, International development, International Relations and Social Sciences or any related fields
Minimum 7 years (with secondary education), or 4 years (with Bachelor’s degree), of progressively responsible experience in regional/international programme and programme management, administration and financial management or related field is required
Experience in handling of database management system for projects is required
Prior experience related to project management, administration and financial management in development context
Extensive years of work experience in the relevant areas such as administration and operations, particularly in the areas of programme or project management, budget/financial management
Knowledge of UNDP’s policies, procedures and practices, including familiarity with ERP, e.g. ATLAS operational system
Certification in project management would be an advantage
Proficiency in Thai and English with advanced command of speaking and writing
Working knowledge of other UN official language is an asset