Country: Thailand
Closing date: 17 Oct 2019
Job Opening number:
19-PGM-ESCAP-123506-R-BANGKOK (O)
Org. Setting and Reporting
The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy-oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.
This position is located in the Seismic Mitigation Project (SMP) Project Management Office, Division of Administration. The incumbent reports directly to the Project Manager and would be primarily responsible for assisting in the planning, implementation and monitoring of project activities and preparing analysis and business reports as they apply to administrative budgetary finance requirements in compliance with Financial Regulations and Rules of the United Nations, International Public Sector Accounting Standards and Umoja requirements, and perform a range of essential tasks in the project office.
Responsibilities
Within limits of delegated authority, the Programme Assistant will be responsible for the following duties:
Project Administration:
• Provides assistance in support of planning and implementation activities and processes for the SMP.
• Researches, compiles, analyses, summarizes, and presents basic information/data on SMP.
• Assists in the coordination of project planning and preparation and monitoring of SMP; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
Budget and Finance Support:
• Assists in the preparation and analysis of programme/project budget proposals including budget performance submissions.
• Assists in the monitoring and evaluation of SMP expenditures and allotments through Umoja; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
Procurement Support:
• Assists in the development of Expression of Interests (EOIs), Request for Proposals (RFPs), specifications, Statement of Works (SOWs), and Statement of Requirements (SORs).
• Assists in the tender bidding procedures for all service and construction contracts.
• Assists in contracts management.
General Administration:
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Performs a range of essential project-related tasks, including documentation control, drafting reports, distributing meeting agendas and recording meetings, and assisting the project team in other administrative tasks as needed.
• Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
• Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Provides guidance and training to new/junior staff.
• Performs other related duties as assigned by the Project Manager.
Competencies
• Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to project administration, implementation and evaluation, technical cooperation, programming and budgeting. Ability to perform administrative functions, e.g., budget/work programme. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent. A recognized first-level university degree in engineering, project management or relevant discipline is an asset.
Work Experience
A minimum of seven years of experience in programme or project administration, or related areas, is required. Experience in engineering and/or infrastructure works including project management is a strong asset.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
Special Notice
Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of ESCAP premises in Bangkok, irrespective of nationality and length of time the candidate may have been in the country. If no suitable local candidate is identified, candidates located elsewhere may be considered. The candidate is responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.
Must have passed the United Nations Global General Services Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away.
How to apply:
To apply, please visit: https://www.unescap.org/jobs