Programme Associate – Governance of Climate Change Finance

UNDP Bangkok Regional Hub (BRH) supports countries in Asia-Pacific with two complementary regional programmes. Swedish government supported Strengthening the Governance of Climate Change Finance to Enhance Gender Equality (2013-2022) has an overall objective to improve the governance of international and domestic climate change finance, particularly for the poor and vulnerable in Asia & the Pacific by integrating and mainstreaming climate change into national planning and budgeting process. The Asia-Pacific Development Effectiveness Facility (AP-DEF) was established in 2013 to support countries to implement their national agendas on development finance and cooperation. A country-governed Facility, it offers technical assistance, knowledge products, technical tools and convening at national through to international level. The Programme Associate is expected to provide technical support to these two regional project to ensure a coherent and effective programme implementation.

Under the overall guidance and direct supervision of the Governance, Climate Change Finance and Development Effectiveness Advisor and the day to day supervision of the Regional Programme Management Officer, the Programme Associate provides programme and administrative support services ensuring high quality, accuracy and consistency of work to the UN Office for Strengthening the Governance of Climate Change Finance to Enhance Gender Equality, the Asia Pacific Development Effectiveness Facility (APDEF), and Advancing Inclusive and Sustainable Human Development in Asia and the Pacific.

1. Support to administrative, travel and logistical services of the GCCF, AP-DEF and support to cross -project teams (if required)

• Assists the administration of the Strengthening the Governance of Climate Change Finance to Enhance Gender Equality (GCCF) and Asia Pacific Development Effectiveness Facility (APDEF) and Advancing Inclusive and Sustainable Human Development in Asia and the Pacific (AP-DEF) Projects through the review and revision of workplans and budgets, both in Atlas and offline; the preparation of transactions for the approval of the project Managers; the organization of events; the recruitment of consultants and the procurement of goods/services;
• Assists Regional Team Members and partners on travel arrangements for the Team Members' official missions, including visa requests, travel requests/authorizations, DSA and security clearances, hotel reservations and transportation, document and material for the mission. Maintains the supporting documents related to official mission needed to settle travel claims for audit purposes according to UNDP Regulations and Rules;
• Facilitates logistics, documentation, preparation/review of budgets and authorization of expenses;
• Maintains transactional documents on the shared platforms;
• Liaises with the Transactional Services Team (TST) of the BRH, UNDP’s travel agents and other units for necessary administrative, procurement and financial matters as appropriate;
• Prepares financial records quarterly  corrective journals as necessary, financial reports for internal use, and ensures project advance account is current;
• Keeps the GCCF and AP-DEF teams Staff Movement up-to-date;
• Undergo payment release, monitoring payment transactions and coordinate with GSSU on the voucher approval and complete the payment release processes;
• Tracks and maintain records of team assets and inventories; 
• Assists in coordinating the design and printing of knowledge products developed by GCCF and AP-DEF teams;
• Ensures full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies (i.e. FRR, ICF, POPP);
• Performs any other duties as required by the supervisor in relation to the team objectives.

2. Support to the procurement and project financial of the GCCF, AP-DEF and support to cross -project teams (if required)

• Assists in coordinating the regional projects procurement processes under the rules and regulations of UNDP, including preparation of requisition, purchase order, bids or proposals, and their preliminary evaluation;
• Supports the recruitment of consultants and the administration of contracts through input into TORs, finalizing advertisements, screening, long and short listing, organizing interviews, ensuring necessary records and documentation throughout the recruitment process, ensuring budget availability, initiating requests for contract, and verifying requests for payments and needs for contract extensions;
• Monitors progress and maintains records of GCCF and AP-DEF teams consultants contract’s payment and deliverables as due. 

3. Support to the workshop arrangement for the GCCF and AP-DEF teams

• Assists the overall logistical and administrative (including finance) aspects of the workshop, ensuring that the substantive and logistical planning for the workshop are well-managed and complementary, leading to the orderly and successful conduct of the workshop;
• Ensures the invitations are sent properly with all relevant attachments to the invitees and follow up for their participation confirmation through email or phone calls if needed;
• Coordinates with various suppliers/service providers needed for the workshop (e.g. venue, equipment, consultants, etc.) obtain quotations and process payments to these suppliers;
• Provides overall secretariat support during the workshop making sure that all the requirements of the speakers and participants are fully met;
• Processes travel requests of participants (tickets, DSA and support on visa arrangements), reimbursements/liquidations, hotel reservations, etc., as may be necessary in close collaboration with UNDP Country offices from where participants are. In case of external participants, the consultant may need to work closely with UNDP BRH team on their travel arrangements;
• Produces a summary of at least weekly list of participants with updated logistics details as well as to identify actions need for ATLAS process for UNDP BRH Team;
• Develops the event evaluation form;
• Produces final list of participants with photos (Who’s Who) to be distributed to participants at the end of the workshop;
• Distributes the evaluation form and collect the information for further analysis;
• Develops the workshop report and analyze the evaluation findings for further dissemination Other duties related to the workshop planning and follow-up may also be assigned at the discretion of UNDP teams.

Functional Competencies:          

Results-Based Programme Development and Management

• Provides information and documentation on specific stages of projects/programme implementation;
• Provides background information to identify opportunities for project development and helps drafting proposals.

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;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Demonstrates   in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments;
• Researches best practices and poses new, more effective ways of doing things. Client Orientation.

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;
• Responds to client needs promptly and records data demonstrating Planning, Organizing and Multi-tasking;
• Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
• Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines;
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support;
• Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Core 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.

Education:

• Secondary education.  University degree in Business Administration, Finance, Development or Mass Communication, Behavioral Sciences, International Studies or any related field would be desirable, but it is not a requirement

Experience:

• At least 6 years for secondary school, or 3 years for University degree holder, of progressively responsible administrative or programme experience is required;
• Experience in organizing and process documentation of over-100-participants workshop and conferences participated in by multi-sectoral groups and/or organized by international organizations is an advantage;
• Experience in an international organization, UN agency or international NGO is an advantage;
• 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 is required;
• Knowledge of UNDP procurement, operational practices and financial rules and regulation (POPP) is desired;
• Experience in the use of an ERP system (i.e. Atlas) is an added advantage.
• Knowledge of development issues, climate change finance and sustainable development is an asset.

Language Requirements:

• Fluency in English and Thai.

Important applicant information

All posts in the 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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.