Background
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.
Under the overall guidance of the Project Manager and direct supervision of the Project Management Analyst, the Project Administrative Associate ensures effective delivery of global and country projects by entering and managing data and supporting programme implementation consistent with UNCDF & UNDP rules and regulations.
Local Climate Adaptive Living Facility (LoCAL) is the UNCDF’s facility for investment in local level climate resilience. The facility channels global adaptation finance to local governments – who by virtue of their mandates are at the frontline of dealing with the effects of climate change – and enables them to invest in building local resilience. The method for doing so is innovative: the LoCAL Facility connects to existing national intergovernmental fiscal transfer systems and supplements transfers to local governments with performance-based climate resilience grants (PBCRGs). LoCAL thus provides a fast and effective means to channel adaptation finance to where it is most needed, while at the same time ensuring ownership, accountability and results.
The Project Administrative Associate works in close collaboration with the UNCDF & UNDP operations, programme and projects’ staff in the CO, Programme Support Unit at the regional office and UNCDF HQs as required for resolving complex programme, project and finance-related issues and exchange of information.
Since its inception in 2010/2011, LoCAL was launched and deployed in 17 countries: Bangladesh, Benin, Bhutan, Burkina Faso, Cambodia, The Gambia, Ghana, Lao PDR, Lesotho, Malawi, Mali, Mozambique, Nepal, Niger, Tanzania, Tuvalu and Uganda. All the countries which started are still operating the PBCRGS as their country system, federating efforts of government and partners in making use of it, therefore working on sustained long term finance. Another 13 countries have expressed interest in deploying the mechanism and are currently being supported to scope and design the LoCAL mechanism and in identifying sources of finance to activate it: Faso, Cote d'Ivoire, Fiji, Jamaica, Liberia, Sao Tomé e Principe, Senegal, Solomon Islands, Somalia, Sudan, Tunisia, Vanuatu and Zambia, bringing the total number of LoCAL countries to 30.
Over the same period, LoCAL has mobilized $125 million from partners, own resources, and parallel funding from governments for locally led adaptation; the majority of these funds are disbursed as performance-based grants for locally led adaptation. As of end 2021, PBCRGs had been delivered with capacity building and technical support to 304 local governments in 12 countries, representing a population of over $11.5 million.
The project associate is part of the global team who will provide support to all country teams who are based at the different locations. Country office colleagues are coming from different backgrounds both in Africa, Asia and in Pacific. In addition to serving internally, the job required for the position  support project’s partners such as organizing the programme’s event and work with project’s consultant. The challenges for working in a global programme would be  to manage time zone difference, communications, cultural difference and coordinations with colleagues globally. 
Duties and Responsibilities
The project associate will have a direct reporting line to the Project Management Analyst, and will be working under the overall guidance of LoCAL Global Programme Manager, and will also working closely with other global staff and country offices.

Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UNDP/UNCDF rules, regulations, policies and strategies
  •  Provision of inputs to the business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Administration and Logistics in consultation with the direct supervisor and office management
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management

Provides effective support to management of LoCAL global project, focusing on the achievement of the  following results:

  • Provision of guidance to the project staff on routine implementation of projects
  • Presentation of information for audits, supports implementation of audit recommendations.
  • Management of the project procurement plan, and support to timely procurement of services and goods
  • Regular updates on the disbursement status to project management
  • Preparation of non-PO vouchers for development projects
  • Creation of requisitions/register of goods receipt in Atlas
  • Timely payment for services and goods rendered

Provision of procurement support to LoCAL Secretariat and its Country Offices focuses on achievement of the following results:

  • Full compliance of procurement activities with UNDP/UNCDF rules, regulations, policies and strategies
  • Provision of inputs to preparation of procurement plans for the office and inserting them in UNCDF Intranet
  • Led operational support on recruitment of individual consultants and consulting firms
  • Procurement of travel services, workshop arrangements, goods and services for LoCAL Secretariat and its Country Offices
  • Reply and manage day-to-day correspondences with both internal UNCDF units and external partners especially vendors and clients
  • Maintain contract management database for monitoring the ongoing contracts
  • Maintain LTA management database to monitor ceiling of LTAs

Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

  • Implementation of the control mechanism for administrative services
  • Maintenance of administrative control records such as commitments and expenditures
  • Regularly update and maintain contracts database and payment dashboard of commitments and expenditures such as consultant, payment of goods and services
  • Proper control and of the supporting documents for payments, ensuring the proper filing system in LoCAL Database and electronic/hard copies
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; travel claims, POs and other entitlements are duly processed
  • Prepare a request for payment for the programme team, resources persons and participants;
  • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations

Implementation of a structured approach for the organization of conferences and events focusing on achievement of the following results:

  • Support programme/technical staffs on the preparation of the annual events, including LoCAL Programme Board meeting, climate finance events, specialized workshops and conferences;
  • Provided protocol and liaison services for members of LoCAL project board and LoCAL High Level Event
  • Support the scheduling and coordinating the planning and delivery of the physical and virtual events in close collaboration with the relevant teams;
  • Maintain rosters of LoCAL’s high-level partners, telephone lists, government officials, heads of UN Agencies
  • Manage the operational planning and implementation of events, including the coordination of inputs from stakeholders, invitation and registration, and substantive support in developing the event agendas;
  • Provides logistical support to organization of conferences, workshops and retreats
  • Perform other work-related tasks assigned by the supervisor
Competencies
Core competencies: 
  • 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:
Business Management
  • Operations Management: Ability to effectively plan, organize, and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms
  • Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs; Provide inputs to the development of customer service strategy; Look for ways to add value beyond clients' immediate requests; Ability to anticipate client's upcoming needs and concerns.

Procurement

  • Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
  • Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations
  • Data analysis: Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making

Administration and Operations 

  • Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Finance

  • Audit risk management: Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure A true and fair audit opinion is achieved
Required Skills and Experience
Education:
  • Secondary Education is required, preferably with specialized certification in Accounting and Finance or Certification in Administration; or
  • University Degree in Business, Finance or Public Administration, Economics, Political or Social Sciences will be given due consideration
  • Specialized training in Procurement management, financial management, administrative service would be an asset
  • CIP2 Certificate is a plus
Experience:
  • Minimum 7 years (with Secondary education) or 4 years with Bachelor’s degree of progressively responsible administrative, finance or programme experience is required at the national level
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc)
  • Experience in handling of web-based management systems
  • Experience in providing Procurement operations, administrative and financial support to big offices for a development project
  • Essential knowledge and experience of UNDP/UNCDF and UN system policies and programming Knowledge of UNDP financial/accounting systems and regulations is an asset.
  • Advance knowledge of spreadsheet and database packages.
  • Experience in procurement of UN system is an asset
  • Experience with using ATLAS is an asset

Language:

  • Fluency in English and Thai

Note: This position is open for Thai nationals only

Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
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