Job Opportunity at UNDP

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

UNDP’s 2022-2025 Strategic Plan emphasizes the critical links between environmental sustainability, climate change mitigation and adaptation, and broader efforts to achieve the goals of the 2030 Agenda and Paris Agreement. As part of the Global Policy Network in the Bureau for Policy and Programme Support, UNDP’s Nature, Climate Change, and Energy (NCE) Team promotes and scales up integrated whole-of-governance approaches and nature-based solutions that reduce poverty and inequalities, strengthen livelihoods and inclusive growth, mitigate conflict, forced migration and displacement, and promote more resilient governance systems that advance linked peace and security agendas.

The programme is part of the Adaptation Fund’s innovation facility, providing small grants to developing countries to support innovation for effective, long-term adaptation to climate change. Two of the Adaptation Fund’s accredited multilateral implementing entities (MIEs), the United Nations Development Programme (UNDP) and the United Nations Environment Programme (UNEP), receive US$5 million each to administer and aggregate a small grants project (up to US$250,000 each). In December 2020, European Commission and UNDP signed an additional €10 million funding contribution to this programme.

UNDP acts as small grant aggregators for innovation in adaptation, making small grants available to a broad scope of stakeholders on a competitive basis. The programme will focus on producing the Expected Results of the ‘Strategic Focus 2 (Innovation)’ in the Adaptation Fund Medium-Term Strategy 2018-2022, which are:

• (Expected Results 3) New innovations encouraged and accelerated – Development of innovative adaptation practices, tools and technologies encouraged and accelerated; and
• (Expected Result 4) Evidence base generated – Evidence of effective, efficient adaptation practices, products and technologies generated as a basis for implementing entities and other funds to assess scaling up.

Therefore, AF-EU-UNDP Innovation Small Grant Aggregator Platform (ISGAP) is designed to support the development, diffusion and evidence building of innovative adaptation practices, tools, and technologies in developing countries. Under the overall supervision of the ISGAP Project Manager and direct coordination and guidance of the Regional Team Leader (RTL), the Project Assistant will facilitate the AF-EU-UNDP Innovation Small Grant Aggregator Platform Programme, by providing support and oversight throughout the implementation, monitoring/evaluation and closure this project.

Duties and Responsibilities

Under the overall supervision of the ISGAP Project Manager and direct coordination and guidance of the Regional Team Leader (RTL), the Project Assistant will facilitate the AF-EU-UNDP Innovation Small Grant Aggregator Platform Programme, by providing support and oversight throughout the implementation, monitoring/evaluation and closure this project. The Project Assistant works in close collaboration with project team based in the UNDP Bangkok and Istanbul Regional Hubs, UNDP HQs staff, and project grantees to successfully deliver project goals.  The Project Assistant promotes a client and results-oriented approach consistent with UNDP rules and regulations and ensures high quality and accuracy of work. S/he works in close collaboration with other Programme Assistants/Associates, Administrative Associates, as well as, staff in the Regional Hubs, UNDP HQs, and COs as required for resolving complex programme-related issues and exchange of information.

Summary of Key Functions:

• Administration and implementation of operational and financial services for the project
• Administrative support to the Project Management Unit (PMU)
• Facilitation of knowledge building and knowledge sharing

Administration and implementation of operational and financial services for the project:

• Maintain the office operations and budget for the PMU;
• Responsible for updating the UNDP project information repository system (PIMS+) and finance application (ATLAS), tracking required information and following up on correspondence with project proponents, Country Offices and Headquarters, and processing documentation for submission, including final quality check regarding accuracy and compliance with formats and guidelines;
• Assist the Project Manager with work planning;
• Assist the Project Manager with tracking project delivery through monitoring of project grantee report & performance;
• Assist the Project Manager with preparation of project budgets and revisions;
• Assist the Project Manager and Finance Associate with monitoring the project expenditures, the deviation from the approved AWP and the need for budget revision;
• Provide the information/reports on the financial/accounting situation of the project and propose solutions to improve the situation;
• Assist the Project Manager with compilation of necessary financial data for donor reporting.

Procurement support to the PMU:

• Provide full support to on procurement planning and procurement of goods and services for the Project;
• Provide support on grant selection processes;
• Monitor and flag any potential bottlenecks, identify issues and propose solutions to the Project Manager in a timely manner.

Administrative support to the PMU:

• Responsible for making logistical arrangements for project personnel, experts, Government and UNDP officers for project workshops;
• Provide the necessary logistical and administrative support for the bi-annual Project Board Meetings;
• Support the Project manager to monitor the work and deliverables of project consultants and report to the Procurement Analyst for high quality and timely contractual management;
• Serve as a custodian for PMU stationary, supplies, and distribution among PMU members and project personnel keeping a log of distribution;
• Maintain financial documents filling system in the PMU;
• Perform other related duties and backstopping other project assistant as necessary.

Facilitation of knowledge building and knowledge sharing:

• Assist Project staff with relevant input on UNDP Rules and Regulations, in particular on budgetary issues;
• Synthesis of lessons learned and best practices in programme and project finance;
• Sound contributions to knowledge networks and communities of practice.

• 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

• Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Administration & Operations

• Travel contract management: Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts
• 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

Finance

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

Procurement

• Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations;
• Procurement management: The ability to acquire goods, services or works from an outside external source

Nature, Climate and Energy:

• Climate Change Adaptation: agriculture/food security
• Small Grants Programme: Community-based innovation for sustainable development solutions in the context of the environment

• Secondary Education preferably with specialized certification in Administration, Accounting or Finance;
• Bachelor‘s Degree in Business or Public Administration, Environment Management, Economics, Social Sciences or other relevant fields with at least 3 years of relevant experience would also be accepted;
• Certification in project management would be an advantage

• 6 years (with secondary education) or 3 years(with a Bachelor’s degree) of progressively responsible administrative or programme experience is required at the national or international level
• At least 3 years of experience in project management support, including budget and financial management, logistic/travel arrangement, workshop organization, administrative and/or procurement support/management as required;
• Experience in donor reporting
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems;
• Good knowledge of an ERP System (such as Atlas) and UNDP programming and budget structure is required, with knowledge of procurement will be considered an advantage;
• Knowledge of UNDP Environmental Finance is an advantage

Language requirement:

• Fluency in written and spoken English and Thai

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