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Project Assistant (NPSA5 – Roster)

United Nations Development Programme

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Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, crises, and climate change. Working with our broad network of experts and partners in 170 countries, we help countries to build integrated, lasting development solutions for people and planet.

The UNDP Country Office in Thailand is an dedicated, inclusive, and energetic team of development professionals, committed to the pursuit of the 17 Sustainable Development Goals (SDGs). UNDP partners with the host government, communities, the private sector, civil society organizations, the United Nations system, and other development partners to support the country’s development journey, adding value to Thailand’s progress towards the SDGs.

Our UNDP team is responsible for designing, implementing, managing and/or quality assuring a range of development interventions in a fast-paced environment. We prioritize our clients’ and partners’ needs and invest in a positive, innovative team culture.

UNDP in Thailand depends on a professional pool of Project Associates to support the effective delivery of UNDP projects, portfolios and programmes in line with UNDP rules and regulations.

Project Assistannts are assigned to a portfolio for a set period. They have the opportunity to move across teams and assignments within the Country Office to enhance their exposure and experience and to back-stop each other. This is part of UNDP’s mission to foster an office-wide network of creativity, care, and collaboration.

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.

Duties and Responsibilities 
     
       1. Support the project/portfolio team to ensure effective research, planning, and implementation.
  • Assist in compiling and summarizing research, information and data for the formulation of project work plans. In consultation with project team, draft annual/quarterly budgets, proposals on implementation arrangements, and on other specific project related topics or issues.
  • Support project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and responsible partners. Review project documents for completeness and compliance with relevant rules and procedures and identify inconsistencies for referral to supervisor. Compile, summarize and present basic information/data on a specific project and related topics or issues;
  • Contribute to and support dissagregated data collection, including for gender analysis and gender mainstreaming at the project level.
  • Provide administrative and logistical support to ensure successful project delivery that includes organization/coordination of project events, procurement and finance-related activities, contract management, recruitment, and coordination of field visits and project-related missions.

2. Support partnerships and resource mobilization. 

  • Establish and maintain contacts and cooperation with the relevant UN Agencies, government institutions, and other partners and relevant stakeholders. Provide support in updating database of the relevant public and development partners, and other stakeholders who are counterparts for the project.
  • Support regular communication with partners, project counterparts, stakeholders, and beneficiaries.
  • Support dissemination of high-quality information and visibility of the project activities among the stakeholders.
  • Assist project team in identifying and gathering information on opportunities for resource mobilization.

 3. Support the effective monitoring, evaluation, and results reporting for the project /portfolio

  • Support implementation of the project monitoring system in alignment with its Monitoring and Evaluation framework to facilitate effective information sharing on project status and achievement of targets.
  • Collect, analyze and present information for monitoring and evaluation of project implementation against project targets as well as for audit purposes. Assist team in the design and conduct of internal evaluations and surveys. Identify gaps in implementation and provide support in bridging those gaps in consultation with supervisor and partners.
  • Support the organization of progress meetings, field, and study visits to monitor project implementation and support organization of workshops, roundtables, and conferences within the project.
  • Assist in implementation of effective risk management for the project with a well-documented risk mitigation plan in place. Support monitoring of previously identified and emerging risks. Update the status of risks in relevant project risk logs and/or databases.
  • Monitor project budget, financial resources, and accounting for effective and transparent use of available resources and to ensure accuracy and reliability of data/information used in financial reports.
  • Support the preparation of weekly, quarterly, annual, and other requested project reports in line with monitoring and reporting guidelines and donor requirements.

  4. Support communications, knowledge building, and knowledge sharing relevant to the assigned project. 

  • Participate in training on internal procedures for the project staff and provide support to the organization of training and other capacity building activities as needed.
  • Contribute to knowledge networks and communities of practice.
  • Maintain organized records of project data, field activities, case studies, human-interest stories, photographs, and other relevant documents that can be drawn upon in support of knowledge sharing and advocacy.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. 

Institutional Arrangement

The Project Assistant works under the overall guidance of the Head of Programme for UNDP in Thailand and the direct supervision of the manager of the project or portfolio to which they are assigned from the UNDP Project Associates Pool.

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
Business Management : Digital Awareness and Literacy  – Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to  use them as needed. Knowledge of the usage of digital technologies and emerging trends
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 fulfil 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: Communication-  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.
Business Management : Monitoring and Evaluation – Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results, ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming and Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools and ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client’s upcoming needs and concerns.
Finance – Budget management – Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Administration & Operations – Event Management (including retreats, trainings and meetings) – Ability to manage events, including venue  identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Required Skills and Experience
Education:
  • Secondary education is required.
  • University Degree (Bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
Experience:
  • Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience is required.

Required skills

  • Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.

Desired skills

  • Experience in preparation of financial reports and overviews.
  • Experience with monitoring and evaluation tools.
  • Knowledge of project management processes.
  • Experience with procurement procedures of national / international organizations.

Required Language

  • Fluency in Thai and English is required.
Disclaimer
Applicant information about UNDP rosters
Note: 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
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