Administrative and Operations Associate (NPSA6)

Office/Unit/Project Description 

UNDP is the frontier group for sustainable growth within the UN Development System and serves because the integrator for actions at regional, nationwide and native ranges to realize the Sustainable Development Goals (SDGs). Across Asia and the Pacific, UNDP helps nations formulate and implement their very own options to deal with pressing growth challenges. It implements the UNDP Strategic Plan (2022-2025) within the area by means of the Bangkok Regional Hub (BRH), numerous Country Offices (COs) and the Global Policy Network (GPN) which supplies coverage and programme recommendation to make sure alignment of nation programmes with regional and international and company priorities. Several built-in options are recognized within the Strategic Plan which embrace the next: 

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

In the ambit of the above signature options, UNDP launched a USD $37.53 million project, accredited for funding by the Government of Japan in February 2023. It will help 4 Pacific Island Countries (Papua New Guinea, Samoa, Timor-Leste, Vanuatu) with a ‘Green Transformation’ of their economies that can scale back reliance on fossil fuels, drive sustainable financial development and assist them address the impacts of local weather change. The two-year challenge, titled Promoting Green Transformation within the Pacific Region in the direction of Net-Zero Emissions and Climate-Resilient Development will help investments in clear vitality, extra environment friendly administration of pure sources and strengthened coping capability within the face of utmost climate occasions linked to local weather change. UNDP’s multi-country implementation modality shall be adopted for this challenge. BRH, along with the 4 Country Offices within the Pacific area, lead the implementation of the challenge with robust engagement of the Environment group inside the GPN based mostly in BRH. 

UNDP’s Environment group inside the GPNs main the implementation of the challenge. The Environment group works with governments, civil society, and personal sector companions to combine pure capital, atmosphere, and local weather considerations into nationwide and sector planning and inclusive development insurance policies; help nation obligations below Multilateral Environmental Agreements; and implement the UN’s largest portfolio of in-country programming on the atmosphere, local weather change, and vitality. This in depth physique of labor advances crosscutting themes on modern finance, digital transformation, capability growth, human rights, gender equality, well being, expertise, and South-South studying. The Environment group assists associate creating nations to develop and implement initiatives that mix and sequence sources from a variety of world atmosphere and local weather funds and from bilateral funding home windows.  

BRH is recruiting an Administrative and Operations Associate who will work carefully with Regional Project Management Unit of the Pacific Project for Promoting Green Transformation within the Pacific Region in the direction of Net-Zero, and Climate-Resilient Development, in addition to non-vertical fund and bilateral initiatives managed by Environment Team, to handle and coordinate a portfolio of initiatives.

The Administrative and Operations Associate will work below the general steerage of the Project Manager of the Pacific Green Transformation Multi-Country Project and in shut collaboration with the 4 Pacific Country Offices, the Environment Team and the Operations group to alternate info and guarantee constant service supply throughout the complete regional non-vertical funded challenge portfolio.

Scope of Work  

Summary of Key Functions:  

• Implementation of operational and monetary administration methods. 
• Monitor the procurement part of the challenge and manage procurement processes for the initiatives.
• Support to provide and belongings administration.
• Provides administrative and operational help to the Project Unit.
• Facilitation of data constructing and data sharing.

1.) Implementation of operational and monetary administration methods:

• Full compliance with UN/UNDP guidelines and rules of monetary processes, monetary data and stories and audit comply with up; implementation of the efficient inner management framework.
• Preparation of all program-related funds and processes by means of the Quantum system and shut follow-up on funds.
• Maintenance of the inner expenditures management system ensures that vouchers are matched and accomplished, and transactions are accurately recorded and posted in Quantum. 
• Implementation of monetary administration methods 
• Provision of inputs for implementation of cost-saving and discount methods in session with the workplace administration.

2.) Monitor the procurement plan of the challenge and manage procurement processes for the challenge:

• Liaise with the 4 Country Offices to make sure the procurement course of stays on monitor, and commonly replace the procurement plan for these workplaces and the Regional Component.
• Ensure full compliance of procurement actions with UNDP guidelines, rules, and insurance policies, by means of the implementation of efficient inner controls. 
• Provide steerage and inputs on procurement plans for the challenge groups. 
• Prepare and conduct RFQ, ITB, or RFP, and obtain and consider quotations, bids, or proposals in full compliance with UNDP guidelines and rules. 
• Prepare Purchase orders and contracts in and outdoors e-procurement, put together recurring buy orders for contracting companies, and create distributors and purchaser profiles in e-procurement. 

3.) Ensures efficient help to provide and belongings administration in addition to the R/ACP specializing in achievement of the next outcomes:

• Assist Regional Project Manager in managing the contractual agreements by sustaining cost/deliverable deadlines and notifying the respective challenge employees of early actions. 
• Assist in operations, monetary sources administration, human sources administration, environment friendly procurement and logistical companies for each UNDP and Implementing Partner. 
• Ensure the well timed and clean implementation of all challenge logistics and belongings administration. 
• Perform another duties assigned by the administration.  

4.) Ensures efficient and environment friendly provision of administrative help companies, specializing in achievement of the next outcomes:

• Provide general/secretariat help within the group of workshops/occasions together with logistical, administrative and monetary facets, ensuring that each one the necessities of the speaker and individuals are met; 
• Provides efficient help on well timed procurement of companies and items together with contract requests (Individual Contracts, Institutional Contracts, Contract for Professional Services, LTAs) and recruitment of challenge personnel together with preparation of job types and facilitates requests; 
• Performs a job of Travel Arranger to facilitate Travel Request (TR) for the challenge unit, together with assembly individuals in addition to preserve the supporting paperwork associated to official missions for audit functions; 
• Coordination and supervision of shipments and customs clearance, journey, occasion administration, administrative surveys, transportation companies and insurance coverage, house administration, procurement of provides.
• Support with protocol issues, registration of employees, coordination on house and different administrative issues.

5.) Ensure facilitation of data constructing and data sharing to the COs.

• Assist in organizing coaching for the operations/ initiatives employees on finance, audit and compliance issues, and implementation of Internal Control Framework (ICF).
• Synthesize classes realized and greatest practices in monetary administration.
• Advice to the group members on UNDP administrative facets, together with elaboration of coverage and processes, as required. 
• Sound contributions to data networks and communities of follow.

The incumbent performs different duties inside their practical profile as deemed obligatory for the environment friendly functioning of the Office and the Organization.

Institutional Arrangement 

The Administrative and Operations Associate will report back to and work below general steerage of the Project Manager of the Pacific Project for Promoting Green Transformation within the Pacific Region in the direction of Net-Zero, and Climate-Resilient Development and in shut collaboration with the COs within the 4 Pacific Island Countries (PICs), the Environment group, Regional Programme Management Unit (PMU), and the Global Policy Network. 

Competencies 

Core

Achieve Results: LEVEL 1: Plans and screens personal work, pays consideration to particulars, delivers high quality work by deadline​.

Think Innovatively: LEVEL 1: Open to artistic concepts/identified dangers, is pragmatic drawback solver, makes enhancements.

Learn Continuously: LEVEL 1: Open minded and curious, shares data, learns from errors, asks for suggestions.

Adapt with Agility: LEVEL 1: Adapts to alter, constructively handles ambiguity/uncertainty, is versatile.

Act with Determination:  LEVEL 1: Shows drive and motivation, in a position to ship calmly in face of adversity, assured.

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding in the direction of others, types optimistic relationships.

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect variations, conscious of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies 

Administration & Operations – Travel coverage and procedures: Knowledge of journey coverage and procedures; capability to interpret journey coverage, the Staff Rules, administrative.

Administration & Operations – Assets administration: Administration & Operations Assets administration Knowledge of coverage & procedures on PP&E; capability to organize monetary statements on PP&E; preserve Asset Management Module, Asset Dashboard; develop supporting instruments for belongings certification and additional enhancements for AM module; design and run coaching applications, and so on. on belongings administration and belongings recording; run AP-AM interface; carry out AP-AM-GL reconciliation; carry out analytical evaluate of AM stories and asset info to make sure completeness and accuracy of asset info.

Business Management – Customer Satisfaction/Client Management: Ability to reply well timed and appropriately with a way of urgency, present constant options, and ship well timed and high quality outcomes and/or options to satisfy and perceive the actual prospects’ wants. Provide inputs to the event of customer support technique. Look for methods so as to add worth past purchasers’ speedy requests. Ability to anticipate shopper’s upcoming wants and considerations.

Business Management – Risk Management: Ability to establish and manage motion round mitigating and proactively managing dangers.

Business Management – Operations Management: Ability to successfully plan, manage and oversee the Organizations’ enterprise processed with a view to convert its belongings into the very best leads to probably the most environment friendly method. Knowledge of related ideas and mechanisms.

Finance – Finance enterprise partnering: Able to help enterprise models and add worth by innovating and offering options to monetary points/queries, together with by means of FAQs, monetary instruments, advisory, and so on. Influences and appropriately challenges non-finance colleagues for whom the service is being supplied. Understands the operations, alternatives and challenges of the group. Holds a industrial outlook, demonstrating accountability in the direction of organizational targets.

Required Skill and Experience 

Education: 

• Secondary training with a specialised certification in Business or Public administration, Finance, Administrative associated areas is required; OR
• University diploma in Business or Public Administration, Economics, Finance, Political Science, International growth, International Relations and Social Sciences or any associated fields shall be given due consideration however not a requirement. 

Work Experience: 

• Minimum 6 years (with a Secondary training) or 3 years (with a Bachelor’s diploma) of progressive related expertise in offering challenge administration help and coordination;
• Prior expertise associated to challenge administration, procurement administration, administration and monetary administration in growth context;
• Proven data of UNDP’s insurance policies, procedures and practices, together with familiarity with the UN system;
• Experience working in worldwide organizations;
• Experience in offering the executive and procurement help;
• Experience in implementing the challenge.

Language Requirement:

• Proficiency in Thai (as nationwide language) and English with superior command of talking and writing;
• Working data of different UN official language is an asset.