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Project Management Associate

Bangkok

  • Organization: UNDP - United Nations Development Programme
  • Location: Bangkok
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed

UNDP has worked in Thailand for over 50 years in several areas of human development, from systems and institutional strengthening to inclusive growth and sustainable livelihoods as well as natural resource management and climate change resilience. UNDP’s programmes continue to fully integrate a global vision for catalytic change with Thailand’s national priorities.

The current Country Programme Document for Thailand 2022-2026 contributes to three inter-related outcomes under the United Nations Sustainable Development Cooperation Framework (UNSDCF) 2022-2026:

Outcome 1: Thailand’s transformation into an inclusive economy based on green, resilient, low-carbon, sustainable development is accelerated.

Outcome 2: Human capital for social and inclusive development is improved by strengthening institutions and partnerships and empowering people.

Outcome 3: People living in Thailand, especially those at risk of being left furthest behind, are able to participate in and benefit from development, free from discrimination

Thailand submitted the second updated National Determined Contribution (NDC) in November 2022 with the country’s intention to reduce its GHG emissions by 30% from the projected BAU level by 2030 and up to 40% with adequate and enhanced access to technology development and transfer, financial resources, and capacity-building support through a balanced and ambitious global agreement under the United Nations Framework Convention on Climate Change (UNFCCC). Furthermore, Thailand will continue vigorous efforts in its challenge to meet the long-term goal of carbon neutrality by 2050 and net-zero greenhouse gas emissions by 2065.

Building on the success of the NDC Support project (2018-2023), the Climate Finance Network Project in Thailand aims to assist the Thai Government to undertake fully inclusive, low-carbon development pathways to deliver on the Paris Agreement in the context of sustainable development. This will be achieved by using the NDC as a chapeau for bringing together the various strands of climate mitigation and adaptation actions in-country under a single long-term vision for achieving transformational change. This initiative aims to identify hands-on and nationally owned solutions to scaling up climate change efforts that are customized to domestic circumstances, needs and priorities. Through this initiative, UNDP will work closely with the Thai Government and key relevant stakeholders to plan for and implement, the country’s NDC in a consensus-driven and inclusive manner by addressing critical barriers to climate finance.

Climate change is an urgent and growing threat to human and natural systems. Since the Paris Agreement was adopted in 2015, governments and non-state actors have mobilized to implement it through stronger and more ambitious climate action. The Article 13 of the Paris Agreement establishes an Enhanced Transparency Framework (ETF) for action and support designed to build trust and confidence that all countries are contributing their share to the global effort. By tracking and reporting on the progress and implementation challenges of their climate pledges, countries will have the necessary information to strengthen their ambition in the future and identify new priority areas for action, along with the resources needed to ensure that each NDC cycle builds on the previous one. In collaboration with the Office of Natural Resources and Environmental Policy and Planning (ONEP), Ministry of Natural Resources and Environment, UNDP is assisting Thailand in the preparation of its Fourth National Communication and Third Biennial Update Report (NC4-BUR3) for the fulfillment of the obligations under the United Nations Framework Convention on Climate Change (UNFCCC). Thailand has submitted the NC4 on 27 December 2022 and under preparation for Thailand’s First Biennial Transparency Report (1BTR) and combined Fifth National Communication and Second Biennial Transparency Report (5NC/2BTR) to UNFCCC. This project will enhance Thailand’s national reporting capacity according to the Paris Agreement under the new Enhanced Transparency Framework (ETF) by utilizing the experiences gained from previous National Communication (NC) and Biennial Update Report (BUR) projects undertaken in the past.

The Project Management Associate based in Bangkok will directly support the management and operations (finance, assets management, administration, procurement, human resources/HR) of the Climate Finance Network Project and the First Biennial Transparency Report (1BTR) and combined Fifth National Communication and Second Biennial Transparency Report (5NC/2BTR) project.

Scope of Work

Under the overall guidance of the Integrated Team Leader and direct supervision of the Climate Action Portfolio Manager, the Project Management Associate will work closely with the project manager and be in charge of assisting in the provision of technical and administrative services related to the project implementation of multiple projects, including the Climate Finance Network Project and the First Biennial Transparency Report (1BTR) and combined Fifth National Communication and Second Biennial Transparency Report (5NC/2BTR) project. He/she shall liaise with the project team and stakeholders to ensure the smooth implementation of the project activities.

Summary of the key functions:

  • Supports management and implementation of project activities of multiple projects;
  • Provides effective support to procurement and project financial monitoring and management of multiple projects;
  • Provides administrative and operational support to the programme/project implementation;
  • Supports budget management and donor reporting;
  • Ensures facilitation of knowledge building and knowledge sharing; and
  • Support Monitoring and Evaluation of multiple projects.

The Project Management Associate will, within the assigned authority, support and facilitate the coordination of all technical, administrative, and logistic arrangements by performing the following tasks:

  1. Supports management and implementation of project activities of multiple projects:
    • Provides technical and administrative support to the project managers in the preparation of various project documents such as work plans, budgets, reports and proposals on project implementation arrangements;
    • Identifies sources, and gather and compile data and information for the preparation of documents, guidelines and other material as required;
    • Assists the project managers in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking;
    • Assists in coordinating of the planed events of the project; and
    • Supports the project managers in providing guidance to stakeholders on routine implementation of the project, tracking use of financial resources.
  2. Provides effective support to procurement and project financial monitoring and management of multiple projects:
    • Creates projects in ERP system [ATLAS/Quantum], prepares budget revisions, revises project award and project status, determines unutilized funds, operational and financial closure of a project;
    • Creates requisitions in Atlas/Quantum for project activities and ensures budget availability through budget check;
    • Create and/or upload required voucher documents, as required;
    • Coordinates with Global Shared Services Unit [GSSU] in relation to approval of all types of payment vouchers and complete payment release processes including filing;
    • Coordinates with GSSU on the creation/update of vendor account and/or travel profile for consultants, general suppliers, and meeting participants;
    • Follows up on the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions and the unapproved vouchers.
    • Supports entry of project proposals and project budgets, support preparation of budget revision, monitors the funds availability and to ensure the effectiveness in payment process;
    • Provides inputs into periodic and ad-hoc financial reporting, as needed;
    • Monitors project commitment and expenditures through a variety of reporting such as Project Transaction Details (PTD), Account Activity Analysis (AAA), Combined Delivery Report (CDR), etc.;
    • Monitors expenditures and compares with approved budget; prepares adjustments and project finance documents, as necessary;
    • Provides finance-related data to support project implementation and planning;
    • Drafts various correspondence concerning finance operations and budgetary issues as required;
    • Assists the project managers in the tracking of and reporting on mobilized resources on financial and other operational matters;
    • Facilitates project related payments;
    • Supports the preparation of information for audit of development projects.
  3. Provides administrative and operational support to the project implementation activities:
    • Ensures full compliance with the Country Office (CO) business processes and ATLAS/Quantum procedures;
    • Assists in preparation of drafting job creation forms; facilitates requests for recruitments/procurements and contract issuances;
    • Ensures quality control of documents required for processing personnel or procurement actions related to the      programme/project activities;
    • Supports the preparation of grant processes (grant proposal review and approval process);
    • Assists in the management of logistical support to the project activities of multiple projects;
    • Leads maintenance of the inventory of project assets/equipment and project correspondence and files;
    • Drafts correspondence and assist with other administrative tasks as required
    • Provides effective support on timely procurement of services and goods;
    • Supports drafting ToR for International/National Consultants, Internship; supports and coordinates in recruitment/acquisition processes of ICs, Internship, institutional contract and other goods and services;
    • Provides administrative support to the Project Managers in the organization of events, meetings, workshops, and conferences, etc.;
    • Supports to the Project Managers in official financial payments, official travel arrangements, goods and service procurements including consultants’ contracts process, payments for consultants and vendors, official HR- related activities, office workspace and equipment, VAT Exemption Request, UN Ground Pass, UN parking permit, working visa and stay permit in close collaboration with UNDP BRH Transaction Services Team (TST) using ATLAS/Quantum programme as well as other online applications;
    • Performs a role of Originator (travel arranger) and Travel Processor (certifying officer) to prepare Travel Authorization (TA) through Mission Request portal and facilitate Travel Request (TR) for the project staff including meeting participants through Travel Agency and ATLAS as well as maintain the supporting documents related to official missions needed to settle Travel Claim (TC) and Expense Report (ER) for audit purposes according to UNDP Rules and Regulations;
    • Monitors and follows up on Back-to-Office Report (BTOR) of the project team members;
    • Reviews and compiles the Procurement plans of the team and input to the PROMPT;
    • Well-updates event calendar, knowledge products plans, staff movement and mission calendar;
    • Builds and maintains good internal relationships with other teams to ensure the smooth coordination and proper operational process, and to ensure that all activities are undertaken in full compliance with UNDP rules, regulations and policies; and supports to project manager and other relevant tasks as requested.
  4. Supports budget management and donor reporting:
    • Preparation of relevant information, specifically related to reports and financial analysis;
    • Supports the preparation of relevant documents for donor/third-party contribution agreements for the authorized signatures;
    • Preparation and review of contribution agreements, managing contributions in Atlas; and support to strengthen the internal capacity building for UNDP CO in synergy of thematic areas for climate actions and external capacity building for clients such as government agencies through needs mapping and identification of relevant sources and methods to respond to those needs.
  5. Ensures facilitation of knowledge building and knowledge sharing:
    • Participation in the trainings for the operations/projects staff on projects; and 
    • Contributions to knowledge networks, specifically in participation of financial compliance workshops to government agencies.
  6. Support Monitoring and Evaluation of multiple projects:
    • Supports Project Managers for data collection on project activities; and
    • articipates in the relevant Monitoring and Evaluation Focal Point meetings and inform and update the project team for further actions required.

Institutional Arrangement  

The Project Management Associate will directly report to Climate Action Portfolio Manager, under the overall guidance of the Integrated Team Leader. He/she will work closely with the project and operation team in UNDP Thailand and Bangkok Regional Hub (BRH).

Competencies

Core

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: Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Business Management: Partnerships Management: Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies

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.

Business Management: Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Business Management: Results-based Management: Ability to manage programmes and projects with a focus on improved performance and demonstrable results

Partnership Management: Relationship Management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding

General (across the functions): Event Planning and Execution: Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.

Minimum Qualifications of the Successful NPSA

Min. Education requirements 

  • Thai national with Secondary education with at least 6 years of relevant experience preferably with specialized certification in Business or Public administration, Finance or related areas;
  • Thai national with Bachelor’s degree in Business, Public Administration, Economics, Accounting, Finance, Political Science, International development, International Relations and Social Sciences or any related fields with at least 3 years of relevant experience is desirable.

Min. years of relevant work experience 

  • Minimum 6 years (or 3 years with Bachelor’s degree) of relevant experience in public sector, private sector, or international organizations.

Required skills

  • Proven experience of project finance management;
  • Excellent written and oral communication skills;
  • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
  • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, MS Team etc.) and email/internet; familiarity with database management; and office technology equipment; and
  • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.

Desired skills in addition to the competencies covered in the Competencies section

  • Previous experience in development assistance, programme support, project support, project administration, or related work for a UN agency is an advantage;
  • Experience in project supporting roles especially with government agencies and multiple stakeholders is an advantage;
  • Knowledge of UNDP procurement and financial rules and regulation (POPP) is an asset;
  • Familiarization with UNDP operating and reporting systems, including experience in the use of an ERP system (i.e. ATLAS/Quantum) is an added advantage.

Required Language(s)

Fluency in written and spoken English and Thai.

The following documents shall be required from the applicants:

  1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
  2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
  3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

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.”

This vacancy is now closed.
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