Programme Assistant (G5)

The Bangkok Regional Hub (BRH – with a multidisciplinary office in Suva, Fiji) provides the UNDP Country Offices in the region with reliable and easy access to quality advisory services and technical support based on UNDP’s mandate to address poverty and inequality challenges, promotion of inclusive growth and prosperity, achievement of the SDGs and promotion of sustainable development. Within this context, the Regional Inclusive Growth and Prosperity Team – in close collaboration with the Global Policy Network Teams in the Bangkok Regional Hub, Regional Bureau for Asia Pacific (RBAP) Headquarters in New York, Bureau for Policy and Programme Support (BPPS) – focuses on development policy and planning to address poverty and inequality; livelihoods, jobs and macroeconomic policies, social protection, human development, public finance, data analysis, green and blue economy, and most recently the socio-economic impacts of the COVID-19 pandemic. In addressing these priority agendas within the framework of SDGs, the BRH Inclusive Growth and Prosperity Team works closely with regional partners, mechanisms and forums around joint commitments, agendas and objectives, including ASEAN, ESCAP, other UN agencies and bilateral partners.

Position Purpose

Based in the Bangkok Regional Hub and under the overall guidance and direct supervision of the Inclusive Growth Team Lead, the Programme Assistant provides programmatic support in the preparation of work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds. The Programme Assistant is an integral part of the BRH Inclusive Growth team providing advisory and technical services to COs in the region. The Programme Assistant works in close collaboration with the operations, programme and project staff in the Bangkok Regional Hub and UNDP HQ as required to exchange information and support programme delivery.

• Provide programmatic support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
• Support implementation of activities according to BRH workflows (including related procurement for associated projects, organization of workshops, travel, etc.)
• Maintenance of the internal expenditures control system;
• Creation of Procurement plans and requisitions in Quantum for development projects, register of Goods receipts as authorized in Quantum;
•  Preparation of relevant documents and facilitate the payment requests and process. Issuance of financial authorizations to country offices, monitoring expenditures against each individual authorization, and follow-up with COs to ensure timely utilization of the issued authorizations;
• Supporting the Regional Team Leader and Advisor, Inclusive Growth in monitoring and reviewing project management reports for conformity of activities and expenditures with work plans within the team;
• Support to all project personnel and consultants where required on allowances, travel claims and other financial matters and calculation of payments due for claims and services;
• Maintenance of records on all project personnel and consultants and their respective status (contracts, ToRs, sick leave, vacation, etc.) in accordance with accepted policies and procedures;
• Assist the Regional Team Leader and Advisor, Inclusive Growth in maintaining the records related to the work of the team in both hard copies and electronic files, and maintenance of project asset lists.

2.) Provides administrative support to the Regional Practice advisory functions:

• Collection, analysis and presentation of information in support to the practice team's research functions;
• Provision of administrative service including workflows in relation to the procurement of goods and service for day-to-day operation and to meetings, seminars and workshops;
• Efficient travel arrangements provided for the team as required, ensuring proper use of UNDP resources and in compliance with rules and regulations;
• Proactive use of Quantum to support the work of the team and liaison with Management Support Unit on team Services Tracker issues;
• Maintenance of event calendar for the team.

3.) Supports resource mobilization initiatives:

• Preparation of contribution agreements in support of team activities;
• Maintenance of relevant responsibilities according to contribution agreements, including donors’ payment.  

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

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

Finance - Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Administration & Operations - Travel Policy and Procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

Administration & Operations - Events Management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

• Minimum 5 years (with secondary education) or 2 years (with Bachelor’s degree) of relevant administrative or programme experience.

• Programme administration and budget monitoring;
• Applied skills in computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems;
• Knowledge of administrative and finance policies of international organizations including the UN would be desirable.

Language requirements:

• Fluency in English and Thai.