Background

Under the overall guidance and direct supervision of the two Country Advisors, the Programme Assistant provides programme support and administrative services ensuring high quality, accuracy and consistency of work.

The Programme Assistant works in close collaboration with the COSQA, MSS and RPPS staff in the Regional Hub, COs and UNDP NY as required to exchange information and support programme delivery and results in COs.

Duties and Responsibilities

Summary of Key Functions: 

• Support to effective oversight of formulation and implementation of programme strategies of selected countries in Asia and the Pacific;
• Support to oversight of the Country programmes in the region;
• Administrative support to the Clusters;
• Support to resource mobilization;
• Support to knowledge building and knowledge sharing.

Supports oversight of formulation and implementation of programme strategies and Country Programmes:

• Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation;
• Maintains country specific electronic files for ease of access for Briefing Notes, etc;
• Ensures that monthly briefs prepared by the units are uploaded to the appropriate folders;
• Maintains a calendar of country specific events of importance to the Unit.

Provides effective support to the oversight of the Country Programmes:

• Reviews and alerts the supervisor on the status of projects in Atlas;
• Maintains a matrix based on information available in ATLAS and other corporate platforms to monitor Country Office performance, including but not limited to the dashboards.   Alerts unit managers on issues arising from the review;
• Helps to monitor the status of Country Office compliance with corporate policies and requirements, including on information disclosure;
• Prepares background material/brief for use in COSQA meetings, discussions, corporate events and briefing sessions.  Assumes responsibility for preparation of PowerPoint presentations. Researches and compiles materials for country briefs and presentations.

 Provides administrative services to the assigned country support functions:

• Preparation of travel arrangements and missions, including preparations of e-requisitions;
• Coordinates preparation of and provides inputs to the high quality briefing materials for supervisor for appointments, meetings, missions;
• Maintains database of agreed follow up actions;
• Maintains a calendar of key events pertaining to country support/sub-regional Platform (missions, absences of senior managers, international conferences, donor briefings, etc.);
• Manage daily correspondence/e-mail. Draft routine letters. Ensure that response deadlines are met. Take necessary action or refer to appropriate party in the absence of supervisor and institute tracking mechanism for incoming/outgoing mail;
• Manage and maintain appointment and leave schedules. Prepare all aspects of travel-related matters and liaise with country office and support units on logistics and paperwork;
• Organize mission schedules and facilitate appointments for RCs/RRs and CO staff visiting the Bangkok Regional Hub (BRH) and Bangkok based international organizations/agencies and embassies.
   

Supports knowledge building and knowledge sharing:

• Participation in the trainings for the operations/ projects staff on programme;
• Makes contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:  

Advocacy/Advancing a Policy-Oriented Agenda

Level 1.1: Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences.

Results-Based Programme Development and Management

Level 1.1: Contributing to results through provision of information

• Provides information and documentation on specific stages of projects/programme implementation;
• Demonstrates keen interest in attention to detail.

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives.

Innovation and Marketing New Approaches

Level 1.1: Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches.

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Demonstrates good knowledge and skill of use of information technology (MS Office, ATLAS) and applies it in work assignments;

Global Leadership and Advocacy for UNDP’s Goals

Level 1.1: Research and analysis

• Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences.

Client Orientation

Level 1.1:  Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience

Education:

• Secondary Education preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Work experience:

• 5 years of relevant administrative or programme experience is required at the national or international level;
• 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.

Language requirement:

• Fluency in English and national language of the duty station. both oral and written, is required;
• Working knowledge of other UN official language is an asset.

Remark:

• These positions are open for Thai national only.