UNDP’s presence in the Bangkok Regional Hub (BRH) delivers a full range of policy, programme, and operations support to 24 Country Offices (COs) in the Asia-Pacific region. As part of the Country Office Support and Quality Assurance (COSQA) function, strategic management oversight and advisory support is provided through the Management Advisory Services Team (MAST).
As a member of MAST, and under the direct supervision of the Programme Management Analyst and overall guidance of the Programme Management Specialist in the Regional Bureau for Asia and the Pacific (RBAP), the Programme Management Associate provides support in management advisory and oversight functions of the COSQA Team and ensures execution of assigned services in implementation of various projects and initiatives of the Regional Bureau. The Programme Management Associate promotes a client-oriented approach consistent with UNDP rules and regulations.
S/he works in close collaboration with programme, operations and project teams in the COs and the Regional Hub; staff in HQ Units and the Global Shared Services Centre (GSSC) as well as other UN agencies to successfully deliver programme and management services.
Summary of Key Functions:
1. Supports effective implementation of regional initiatives and projects;
2. Ensures data collection and analysis on key management aspects and processes;
3. Ensures support to oversight and quality assurance activities;
4. Ensures facilitation of knowledge building and knowledge sharing in the CO.
1. Supports effective implementation of regional initiatives and projects, including those managed by the Regional Bureau on behalf of the Country Offices;
- Provide effective support to implementation of the regional projects and initiatives including on project appraisal, implementation, donors reporting (with focus on environment vertical fund portfolio), evaluation, operational and financial management;
- Create projects in Atlas, preparation of required budget revisions, project status, determination of unutilized funds and follow up to project closure;
- Ensure provision of guidance to the implementing partners and responsible parties on implementation issues and UNDP requirements;
- Support with preparation of the guidance and follow-up on HACT (Harmonized Approach to Cash Transfers) audits and requirements;
- Review of HACT FACE Form submission and other required documentation; preparation of the request and submit to GSSU for both Purchase Order [PO] and non-PO vouchers for assigned projects;
- Monitor and update assurance plans, and provide advice on project formulation, day-to-day project management, project monitoring and evaluation;
- Ensure timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
- Create requisitions in Atlas for development projects, register of goods receipt in Atlas; support contract management (HR and procurement) and perform other administrative functions, as required.
- Participate in the evaluation and review panels ; preparing evaluation reports and submission to procurement, grants and other review committees, as required;
- Exercise a back-up function to perform programme and operations related responsibilities based on the demand and request of the Bureau and COs;
2) Support in data collection and analysis on key management aspects and processes;
- Support in data collection and analysis and remedial actions related to programme finance and enterprise risk management at country level, in consultation with relevant RBAP staff, based in the Bangkok Regional Hub;
- Support in tracking and reporting on mobilized resources. Review of contributions agreement, managing contributions in Atlas;
- Provide support in data collection and analysis on key management aspects of CO portfolio performance, including vertical funds programming (e.g. review of COs workplans; implementation and reporting; addressing bottlenecks and deficiencies in issues related to programme and operations);
- Review data on financial and operational performance and support analysis on BRH and COs performance, including verification of evidence documentation;
- Provide and facilitate quality assurance and secondary reviews of project documents, work plans, budgets, procurement plans and transactions, financial management processes, financial transactions and reports for assigned offices and projects.
- In close cooperation with GSSU and other relevant units ensure effective oversight on transactions and processes through enhancing business processes, increased oversight and monitoring actions and special measures. Develops visualization and presentations on best practices, analysis of CO business processes and recommend remedial actions.
3) Ensures support to oversight and quality assurance activities;
- Assists in ensuring full compliance of implementation of programming initiatives and activities with UN/UNDP rules, regulations, policies and procedures; implementation of effective internal controls, troubleshooting and analysis of parameters in support of effective design and functioning of management advisory support to COs in the Asia-Pacific region;
- Ensures effective support to monitoring and oversight activities of the Regional Bureau, including on enhanced oversight on the vertical fund programming;
- Perform quality assurance on CO and portfolio performance, and support analysis and implementation support to COs on management strategies agreed with the Bureau; addressing bottlenecks and deficiencies in issues related to programme and operations.
- Conduct periodic quality assurance and oversight of programme and operations management, remotely and on site, and make recommendations for improvement to CO and/or BRH project management teams.
- Provides efficient support in regular monitoring and quality assurance of project and programme management actions by COs to ensure that they are performed consistently and in accordance to corporate standards (e.g. workplans and reporting, governance arrangements, risk management and mitigation etc.);
- Provide quality assurance support to project implementation activities, focusing on programme and financial matters;
- Perform liaison services with GSSU in addressing programme management and implementation issues aimed to ensure enhanced oversight by the Regional Bureaus.
- Work with the supervisor on audit or other assessment related activities to ensure that actions across various audit-mandated and compliance tasks are completed in a timely manner; and
- Provides on demand on-site and remote programme and project management services to COs as required.
4) Ensures facilitation of knowledge building and knowledge sharing in the CO.
- Support the organization of regional training events on programme and operations, including technical inputs and support to logistics;
- Assists in organization of training and learning activities for UNDP personnel on specific project management and financial issues, the application of ATLAS, such as ATLAS PM module, STREAM, Executive Snapshot, Portfolio Dashboards, etc.
- Facilitates knowledge building and management, documentation of lessons learned and good practices, and innovation and knowledge transfer in the country office, region and globally;
Core
Innovation:Ability to make new and useful ideas work
Level 3: Adapts deliverables to meet client needs
Leadership: Ability to persuade others to follow
Level 3: Proactively seeks and recognizes contributions of others
People Management: Ability to improve performance and satisfaction
Level 3: Appropriately involves team in different stages of work and decision-making
Communication: Ability to listen, adapt, persuade and transform
Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Delivery: Ability to get things done while exercising good judgement
Level 3: Takes responsibility for addressing critical situations and delivering core value
Technical/Functional
Data Measurement : Ability to set goals and indicators and to interpret and synthesize results into usable information to inform policy, strategy, and/or action
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Internal Reporting and Accountability:Ability to create internal reporting and accountability processes and standards
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Operational Efficiency:Ability to identify and execute opportunities to improve operational efficiency
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Financial Reporting and Analysis:Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Service Delivery Coordination: Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Project Management: Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Quality Assurance: Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Risk Management: Ability to identify and prioritize risks, and organize action around mitigating them
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Education:
- Secondary Education, preferably with specialized certification in Accounting and Finance. Bachelor’s Degree in Business or Public Administration, Economics, Political Sciences, Social Sciences other related fields would be desirable, but it is not a requirement;
- Certification in programme/ project management (e.g. Managing Successful Programme, Project Management Professional, PRINCE 2, etc.) would be an advantage.
Experience:
- Minimum 7 years (with secondary education) of progressively responsible administrative or programme experience is required at the national or international level, or 4 years of experience with Bachelor’s Degree or equivalent or higher.
- Experience in the usage of computers and office software packages (MS Word, Excel, MS Project etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems
Language Requirements:
- Fluency in English is required and knowledge of Thai language is desirable.
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Contract Duration: 1 Year with possibility for extension