Project Management Support - Associate

Bangkok

Organization: UNOPS - United Nations Office for Project Services
Location: Bangkok
Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
Occupational Groups:
- Project and Programme Management
Closing Date: Closed

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Job-specific

THMCO
The Thailand Multi Country Office (THMCO), established in 2017, supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises five main business units: THMCO Thailand, THMCO Indonesia, THMCO Pacific Operations Cluster, THMCO Papua New Guinea and, THMCO China.

The Southeast Asia Energy Transition Partnership (ETP) brings together governments and philanthropies to work with partner countries in the region. We support the transition towards modern energy systems that can simultaneously ensure economic growth, energy security, and environmental sustainability. Enabling the transition toward greener energy systems will greatly contribute to the achievement of the UN’s Sustainable Development Goals (SDGs) and the Paris Climate Agreement objectives.

ETP is initially focusing on Indonesia, the Philippines and Vietnam, which are the countries in the region with the highest energy demand, a substantial pipeline for fossil fuel-based projects, and a significant and cost-effective potential for renewable energy and energy efficiency. ETP provides High Level Technical Advisory Support, Holistic Support to Governments on financing and technical needs, capacity and skill development and facilitation of dialogues in all related areas.

A Secretariat incorporated into UNOPS will support the Steering Committee (SC) and facilitate the implementation of SC’s decisions. The Secretariat will operate as per defined Terms of Reference approved by the SC. The Secretariat will undertake day-to-day management and operation of the ETP: (1) it launches Calls for Proposal and carries out proposals assessments; (2) it provides assistance and support to projects; (3) facilitates the design, development and implementation of an overall M&E strategy; (4) monitors progress made by each project during the implementation phase.

The Secretariat will work in close cooperation with the SC, the Advisory Committee, as well as UNOPS Services. The members of the secretariat will be selected following UNOPS rules and regulations.

Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure:

Functional Responsibilities

Reporting to the Fund Director - ETP, the incumbent performs technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and communications, ensuring efficient, client oriented and effective service delivery of the Program under ETP. Technical functions comprise development of communications tools, content for publication, and content management in knowledge databases of ETP and ETP’s presence in high profile events. The Project Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Under the general guidance and supervision of the Director, and working closely with the Program Manager, the Project Management Support Associate supports the Secretariat with the following responsibilities:

1. Management Support:

Responsible for organizing and scheduling events and appointments of the Secretariat, its Director and Program Manager, the Steering Committee and the Advisory Committee, drafting agendas and minutes for these meetings, and ensuring preparation of documentation for the meetings in timely and orderly fashion, planning work diligently and early, supporting the Secretariat in their finalization, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
Performing administrative responsibilities and efficient document management, preparation and dissemination of communications to ensure systematic and fluent operations of the Secretariat and the Program of ETP, ensuring diligent maintenance of records, comments, and retaining upkeep of filing and orderly retention of documentation.
Providing administrative support to the ETP Director and secretariat, as required
Liaises with relevant colleagues to support activity and work plan-based budget development.

2. Communications and Knowledge Sharing:

Contribute in the communication and awareness building ETP, including, developing high quality presentation material, documentation, summaries, and follow up.
Providing sound contributions to media and knowledge outlets, knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources.
Managing the Partnership’s intelligence, knowledge, and promotion of knowledge sharing by performing as the knowledge platform manager.
Facilitating implementation of the communications plan; and drafting Weekly Newsletter on ETP
Collecting feedback, ideas, and internal knowledge about processes and best practices, and integrating these efficiently into the communications and knowledge products of ETP.

3. Team Management:

Ensures high quality recording of results, performance, and services of the team and its implementing agencies.
Support the Secretariat by following up on compliance of the team members with existing promoting and ensuring the application of policies and best practices.
Organizing, facilitating and delivering training and learning initiatives for personnel on Administration related topics.
Upload on oneUNOPS (ERP) transaction-related files; Designated transactional role in OneUNOPS/Enterprise system.
Develop a filing system to keep monthly Team work plans, monthly portfolio reports and stage plans easily to access as per needed.
Maintain and organize records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping.
Enter data in knowledge and risk management tools(UNOPS risk, lessons and issues management tool)
Take minutes of regular team meeting and follow up on action points

4. Logistics and Administrative Services:

Responsible for the inventory control, supervising proper issuance of inventory items and supplies.
Overseeing travel authorizations, documentation, and payments and ensuring timely response and processes.
Compiles data and researches information for planning of financial resources/administrative budget for administrative services.
Coordinates protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
In charge of liaison and coordinating with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
Compiling information on administrative services provided for cost-recovery bills
Supervising logistics and transportation, including client service, catering services and monitoring of consumption.
Supervises external contractors, including transportation and catering services, including client service and processing of invoices.

The effective and successful achievement of results by the Project Management Support Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

High School Diploma is required.
First University Degree or Technical Diploma in Project Management, Business Administration, Public Administration, or relevant disciplines will be an asset and may substitute some of the required years of experience.
Master’s degree in the above mentioned field/s is preferred.

Experience:

Minimum of six (6) years (or less depending on academic credentials) of relevant experience in project/programme management support, general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required.
Prior experience in Knowledge management, Communication or related fields is an asset.
Some experience in UN system organizations is desirable.
Proficiency in computer and office software packages (G-Suite) and experience in handling web-based management systems is preferred.
Experience in use of Enterprise systems including OneUNOPS is desirable.

Language:

Full working knowledge of English is required.
Working knowledge of another, official UN language is desirable.

Contract type, level and duration

Contract Type: Local ICA Support Contract Level: ICS 6 (LICA 6)
Contract duration: Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and
satisfactory performance.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

This vacancy is a local position and open to Thai Nationals Only.

Additional Considerations

Please note that the closing date is midnight Copenhagen time.
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.