Administrative and Operations Associate (NPSA6)

Office/Unit/Project Description 

UNDP is the frontier organization for sustainable development in the UN Development System and serves as the integrator for actions at regional, national and local levels to achieve the Sustainable Development Goals (SDGs). Across Asia and the Pacific, UNDP helps countries formulate and implement their own solutions to address urgent development challenges. It implements the UNDP Strategic Plan (2022-2025) in the region through the Bangkok Regional Hub (BRH), various Country Offices (COs) and the Global Policy Network (GPN) which provides policy and programme advice to ensure alignment of country programmes with regional and global and corporate priorities. Several integrated solutions are identified in the Strategic Plan which include the following: 

• Disaster Risk Reduction and Recovery for Building Resilience
• Environment and Energy
• Poverty and Inequality

In the ambit of the above signature solutions, UNDP launched a USD $37.53 million project, approved for funding by the Government of Japan in February 2023. It will support four Pacific Island Countries (Papua New Guinea, Samoa, Timor-Leste, Vanuatu) with a ‘Green Transformation’ of their economies that will reduce reliance on fossil fuels, drive sustainable economic growth and help them cope with the impacts of climate change. The two-year project, titled Promoting Green Transformation in the Pacific Region towards Net-Zero Emissions and Climate-Resilient Development will support investments in clean energy, more efficient management of natural resources and strengthened coping capacity in the face of extreme weather events linked to climate change. UNDP’s multi-country implementation modality will be followed for this project. BRH, together with the four Country Offices in the Pacific region, lead the implementation of the project with strong engagement of the Environment team within the GPN based in BRH. 

UNDP’s Environment team within the GPNs leading the implementation of the project. The Environment team works with governments, civil society, and private sector partners to integrate natural capital, environment, and climate concerns into national and sector planning and inclusive growth policies; support country obligations under Multilateral Environmental Agreements; and implement the UN’s largest portfolio of in-country programming on the environment, climate change, and energy. This extensive body of work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South-South learning. The Environment team assists partner developing countries to develop and implement projects that combine and sequence resources from a wide range of global environment and climate funds and from bilateral funding windows.  

BRH is recruiting an Administrative and Operations Associate who will work closely with Regional Project Management Unit of the Pacific Project for Promoting Green Transformation in the Pacific Region towards Net-Zero, and Climate-Resilient Development, as well as non-vertical fund and bilateral projects managed by Environment Team, to manage and coordinate a portfolio of projects.

The Administrative and Operations Associate will work under the overall guidance of the Project Manager of the Pacific Green Transformation Multi-Country Project and in close collaboration with the four Pacific Country Offices, the Environment Team and the Operations team to exchange information and ensure consistent service delivery across the entire regional non-vertical funded project portfolio.

Scope of Work  

Summary of Key Functions:  

• Implementation of operational and financial management strategies.
• Monitor the procurement phase of the project and organize procurement processes for the projects.
• Support to supply and assets management.
• Provides administrative and operational support to the Project Unit.
• Facilitation of knowledge building and knowledge sharing.

1.) Implementation of operational and financial management strategies:

• Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework.
• Preparation of all program-related payments and processes through the Quantum system and close follow-up on payments.
• Maintenance of the internal expenditures control system ensures that vouchers are matched and completed, and transactions are correctly recorded and posted in Quantum.
• Implementation of financial management strategies
• Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management.

2.) Monitor the procurement plan of the project and organize procurement processes for the project:

• Liaise with the four Country Offices to ensure the procurement process stays on track, and regularly update the procurement plan for these offices and the Regional Component.
• Ensure full compliance of procurement activities with UNDP rules, regulations, and policies, through the implementation of effective internal controls.
• Provide guidance and inputs on procurement plans for the project teams.
• Prepare and conduct RFQ, ITB, or RFP, and receive and evaluate quotations, bids, or proposals in full compliance with UNDP rules and regulations.
• Prepare Purchase orders and contracts in and outside e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.

3.) Ensures effective support to supply and assets management as well as the R/ACP focusing on achievement of the following results:

• Assist Regional Project Manager in managing the contractual agreements by maintaining payment/deliverable deadlines and notifying the respective project staff of early actions.
• Assist in operations, financial resources management, human resources management, efficient procurement and logistical services for both UNDP and Implementing Partner.
• Ensure the timely and smooth implementation of all project logistics and assets management.
• Perform any other tasks assigned by the management.

4.) Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

• Provide overall/secretariat support in the organization of workshops/events including logistical, administrative and financial aspects, making sure that all the requirements of the speaker and participants are met;
• Provides effective support on timely procurement of services and goods including contract requests (Individual Contracts, Institutional Contracts, Contract for Professional Services, LTAs) and recruitment of project personnel including preparation of job forms and facilitates requests;
• Performs a role of Travel Arranger to facilitate Travel Request (TR) for the project unit, including meeting participants as well as maintain the supporting documents related to official missions for audit purposes;
• Coordination and supervision of shipments and customs clearance, travel, event management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
• Support with protocol matters, registration of staff, coordination on space and other administrative matters.

5.) Ensure facilitation of knowledge building and knowledge sharing to the COs.

• Assist in organizing training for the operations/ projects staff on finance, audit and compliance matters, and implementation of Internal Control Framework (ICF).
• Synthesize lessons learned and best practices in financial management.
• Advice to the team members on UNDP administrative aspects, including elaboration of policy and processes, as required.
• Sound contributions to knowledge networks and communities of practice.

Institutional Arrangement 

The Administrative and Operations Associate will report to and work under overall guidance of the Project Manager of the Pacific Project for Promoting Green Transformation in the Pacific Region towards Net-Zero, and Climate-Resilient Development and in close collaboration with the COs in the four Pacific Island Countries (PICs), the Environment team, Regional Programme Management Unit (PMU), and the Global Policy Network. 

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 

Administration & Operations – Travel policy and procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative.

Administration & Operations – Assets management: Administration & Operations Assets management Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

Business Management – 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 fulfill 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.

Business Management – Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.

Business Management – Operations Management: Ability to effectively plan, organize and oversee the Organizations’ business processed in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.

Finance – Finance business partnering: Able to support business units and add value by innovating and providing solutions to financial issues/queries, including through FAQs, financial tools, advisory, etc. Influences and appropriately challenges non-finance colleagues for whom the service is being provided. Understands the operations, opportunities and challenges of the organization. Holds a commercial outlook, demonstrating accountability towards organizational goals.

Required Skill and Experience 

Education: Secondary education degree preferably with specialized certification in Business or Public administration, Finance, Admininstrative related areas; or Bachelor’s degree in Business or Public Administration, Economics, Finance, Political Science, International development, International Relations and Social Sciences or any related fields will be given due consideration.

Work Experience: 

• Minimum 6 years with a Secondary education or 3 years with a Bachelor’s degree of progressive relevant experience in providing project management support and coordination;
• Prior experience related to project management, , procurement management, administration and financial management in development context;
• Knowledge of UNDP’s policies, procedures and practices, including familiarity with the UN system;
• Experience working in international organizations;
• Experience in providing the administrative and procurement support;
• Experience in implementing the project.

Language Requirement:

• Proficiency in Thai and English with advanced command of speaking and writing;
• Working knowledge of other UN official language is an asset.