Programme Assistant

Under the overall supervision of the Region-based Technical Advisors (RTAs) and direct coordination and guidance of the corresponding Regional Team Leader (RTL), the Programme Assistant will facilitate the effective delivery of the Climate Change Adaptation (CCA) portfolio in Asia and the Pacific by providing programme support and oversight throughout the development, implementation, monitoring/evaluation, and closure of UNDP-Global Environment Facility (GEF), Green Climate Funds (GCF), Adaptation Fund (AF) and relevant UNDP projects. This includes effective portfolio data management and monitoring to maximize Country Offices' timely compliance with UNDP and targeted vertical funds requirements.

The Programme Assistant promotes a client and results-oriented approach consistent with UNDP rules and regulations and ensures high quality and accuracy of work. S/he works in close collaboration with other Programme Assistants (PAs), Administrative Associate (AA), as well as, staff in the Regional Hubs, UNDP HQs, and COs as required for resolving complex programme-related issues and exchange of information.

The main tasks of the position will be the following:

• Support formulation of programme strategies
• Support to management of the Regional Projects;
• Administrative support to Regional Projects’ implementation activities
• Support to resource mobilization
• Support to knowledge building and knowledge sharing

• Compile documents including funding proposal and annexes related to project development in the Asia Pacific region.  Keep track of documents and ensure of their accuracy and consistency. This includes the review of budgets in compliance with UNDP’s and Donor’s requirements;
• Upload/maintain documents in the UNDP-GEF project information repository system (PIMS) and finance application (ATLAS), track required information and follow up on correspondence with project proponents, Country Offices, and GEF Headquarters and processing documentation for submission, including final quality check regarding accuracy and compliance with formats and guidelines;
• Assist RTAs and Country Offices in preparing, compiling and reviewing key project documents for format, content and project financial criteria at different stages (Project Identification Form (PIF), Project Preparation Grant (PPG), Project Document) of the targeted vertical funds (GCF, GEF, AF) and UNDP project cycles;
• Attend to updates on donors’ rules and regulations;
• Follow up on project activities for new projects in the region and ensure the implementation follows agreed executing modality. In appropriate change without proper approval process needs corrective action to ensure the best and most cost-effective services;
• Advise RTAs and Country Offices with regards to internal clearance and submission process and keep track of key milestones for timely delivery.

• Support RTAs in undertaking financial monitoring of the portfolio in the region and individual project budgets and review budget revisions.  Advise Country Offices with regards to redeployment of funds and project closure and assist in preparation of GEF quarterly project delivery reports;
• Support the team in monitoring project delivery and submission of progress reports and budget revisions for the region.  Identify reasons for shortfall in delivery and bring them to the RTA’s attention for appropriate corrective actions;
• Maintain close contact with Country Offices recommending courses of action as appropriate and bringing to the RTA’s attention all operational issues that require attention/resolution;
• Assist in all aspects of regional portfolio management, including tracking of Tripartite Project Review (TPR)/Annual Performance Report (APR), Project Implementation Review (PIR) and evaluation requirements, and processing of required documents. Maintain electronic and, where necessary, hard-copy files of all project and associated information.

• Support project activities per Bangkok Regional Hub and HQ workflows (including procurement of services and goods process, organization of workshops, travel etc.);
• Create requisitions in Atlas for development projects, register of goods receipt in Atlas;
• Support the team in Organizing GEF training programmes and workshops in the region as appropriate including logistical arrangement, documentation, budget preparation/monitoring, and authorization of expenses;
• Manage information flow between Country Offices and HQ on the regional portfolio to meet all reporting requirements and advise environmental focal points on procedural issues (mentoring);
• Draft correspondence and assist with other administrative tasks as required;
• Assist in the preparation, updating, and dissemination of PowerPoint and other presentations and in managing dissemination of information/publications that describe the work and achievements of CCA Team;
• Backstop other PAs/AA and perform ad-hoc tasks as required.

• Maintain and timely update team mobilized resources and prepare report as per the RTA’s request;
• Support in finalization and monitoring of donor contribution agreements.

• Synthesis of lessons learnt and best practices in projects with ability to train others;
• Sound contributions to knowledge networks and communities of practice, specifically in participation of creation and maintenance of team pages.

Core Competencies:

• Ability to make new and useful ideas work.

• Ability to persuade others to follow.

• Ability to improve performance and satisfaction.

• Ability to listen, adapt, persuade and transform.

• Ability to get things done while exercising good judgement.

Technical/Functional

• Ability to capture, develop, share and effectively use information and knowledge.

• Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals.

• Knowledge of the technical and programmatic support functions normally undertaken by a fund secretariat to facilitate the work of a steering committee of a major UN or national Multi-donor trust fund.

• Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results.

• Ability to plan and organize events.

• Ability to support budgetary aspects of work planning process, drawing and management of project budgets.

Education:

• Secondary education, preferably with specialized certification in Business or Public Administration with at least 5 years of relevant experience; or
• Bachelor‘s Degree in Business, Public Administration, Economics, Political Sciences, and Social Sciences with at least 2 years of relevant experience would be desirable, but it is not a requirement.

Experience:

• 2-5 years of responsible administrative or programme experience required;
• Experience in the usage of computers and office software package (MS Word, Excel, Power Point, etc.) and knowledge of spreadsheet and database package;
• Experience in handling of web-based management systems would be an asset;
• Knowledge of Atlas or other ERP system a strong asset.

Language Requirements:

• Fluency in English and Thai.

Important applicant information

All posts in the NO/GS/SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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