Programme Support Associate

Background

Guided by the global UNDP Strategic Plan (2022 – 2025) and UNDP Country Programme for Lao PDR (2022 – 2026), UNDP in Lao PDR works closely with the line ministries, mass organizations, civil society, development partners, and the private sector at both national and sub-national levels in pursuit of the national socio-economic development priorities defined in Lao PDR’s five-year National Socio-Economic Development Plan (NSEDP) and Sustainable Development Goals (SDGs).

In the context of post-COVID recovery and ongoing global challenges, the country is grappling with persistent economic and financial difficulties. Despite signs of recovery, Lao PDR continues to face significant macroeconomic stress with inflation remaining above 20% in 2024. The UNDP’s work is strongly focused on the provision of policy advice and technical support to the Government of Lao PDR in the design and implementation of national legislation and strategies across four broad Priority Pillars – (1) inclusive growth and reduced inequalities, (2) UXO clearance and risk education, (3) natural resources, climate change and disaster risk reduction, as well as (4) effective, responsive, and accountable governance.

UNDP Laos is reaching the penultimate year of the current Country Programme cycle (2022 – 2026) and one of the strategic priorities for 2025 and 2026 is to draw lessons learnt from the current phase and to conduct context scanning in order to design a well-informed and evidence-based Country Programme in the next cycle (2027 – 2031).

Visit our website to learn more about the portfolios: https://www.undp.org/laopdr.
Unit Functional Context:
The Programme Support Unit within the UNDP Lao PDR Country Office plays a critical role in supporting programmatic units by providing oversight to ensure the quality of programming. This includes guidance and monitoring on project design, implementation, safeguards, and risk management. The unit also leads the development of systems that facilitate effective project design and implementation, while capturing lessons learned and promoting knowledge transfer to key positions within the office.

Additionally, the unit manages evaluations of the Country Office to ensure their independence and relevance, with the goal of continuously enhancing programme quality and reaching the most vulnerable communities in Lao PDR.
Duties and Responsibilities

The Programme Support Associate will work under the direct supervision of the Head of Programme Support Unit (PSU). The position will also work closely with the UNDP Programmes and Operations Units within the Country Office.

Under the direct supervision of the Head of the Programme Support Unit, the  Programme Support Associate carry out tasks that promotes results-based management and a programme effectiveness approach by supporting the implementation effective monitoring systems, support the programme with quality assurance, and data cleaning initiatives.

The key duties and accountabilities include:

Provides effective support to the management of the Country Programme Support project (ENGT – CPD project) :

• Set-up the project budget in Quantum, support in budget revisions, revise project awards and project status, check the unutilized funds, and invoice payments;
• Review project financial reports and transfer project budgets into Quantum;
• Generate financial reports from Quantum to help the management in decision making process;
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers, and other project related outstanding issues;
• Create requisitions in Quantum for development projects, register of goods receipt;
• Budget checks for requisitions, POs and vouchers;
• Support in checking and finalizing the Combined Delivery Report (CDR);
• Follow up on the procurement and recruitment items with the operations team;
• Take corrective actions in addressing issues when they arise;

Support the programme teams in data cleaning initiatives to ensure high quality of project data and management performance:

• Support in dashboards monitoring and provide guidance to other programme colleagues to maintain project data quality as per the corporate standards under the supervision of PSU such as risk management, programme quality assurance, transparency dashboards, and Key Performance Indicators;

Support the Head of Programme Support in implementing business processes related to planning, reporting, monitoring, evaluation, safeguards and compliance:

• Support in preparing the information and liaising with partners and the auditing teams for audits, spot checks, micro assessment of partners and support implementation and follow up of audit recommendations for the projects in the office;
• Organize  events (such as trainings and meetings), including liaising with vendors, make purchases and make payments under the guidance of the supervisor;
• Maintain and update online databases as supervised;
• Support in donor cost sharing agreement submissions on Quantum+
• Support the management of the projects and programme evaluation process by working with programme teams on the documents preparation and organizing stakeholders meetings;
• Liaise with colleagues on the project evaluation management responses and input the updated data management platforms (e.g. ERC, Quantum+) after the finalization;
• Assist Head of PSU and Deputy Resident Representative in preparing amd uploading the Annual Results Oriented Annual Report and Integrated Work Planning, focusing on quality, completeness and relevance;
• Assist the data entry of tasks related to programme planning and reporting both for UNDP and UNDP’s component in the UN Coorporation Framework;

Lead the logistical arrangements for events and workshops organized by PSU:

• Lead the logistical organization of knowledge sharing, planning and reporting events and trainings;
• Take notes, draft letters and prepare memos in Lao and English;

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

• Working with Evidence and Data. Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making
• Risk Management. Ability to identify and organise action around mitigating and proactively managing risks
• Project Management. Ability to plan, organise, prioritise and control resources, procedures and protocols to achieve specific goals
• Communication. Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels.
• Monitoring. Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

Technical – Finance

• Budget management. Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Required Skills and Experience

Education:

• Secondary Education is required or
• University degree (Bachelor’s Degree) in Finance, Accounting, Business Management, Development, or other relevant fields.

Experience:

• Minimum 7 years (with Secondary Education) or 4 years (with Bachelor’s Degree) of financial administration or project assistant role in development projects is required.
• Microsoft Suite (MS Word, Excel, etc) advanced knowledge of spreadsheets (e.g. Excel) and database packages, experience in handling web-based management systems.
• Skills/experience in database management.
• Experience in working in the role that requires coordination with colleagues to take actions and provide inputs to colleagues from cross-functional units
• Administration & Operations – Documents and records management – Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• Administration & Operations – Events management (including retreats, trainings and meetings) – Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Excellent interpersonal skills;
• Self-motivated;

Required languages:

• Fluency in English and Lao (oral and written)

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.