Job Description

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment. Under the direct supervision of project managers, the UN Volunteer will undertake the following tasks: Summary of Key Functions: 1. Provide support to management of ongoing project activities through the following tasks and duties:
  • Collection, Analysis and presentation of information for joint planning meeting, quarterly work plans, and budget work plans to support Project Implementation;

  • Prepare information for Project Manager for his/her advice to donor, Implementing Partners[1] and UNDP;

  • Creating project in UNDP’s financial and administrative system, prepare budget revisions, revision of project status, determination of unutilized funds;

  • Prepare and regularly update the Annual Workplan and the project budget; and

  • Undertake project operational and financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final and final revision and support project manager in preparing the terminal assessment reports.

2. Ensures effective administrative and logistical support for the achievement of the outcomes of the project, focusing on achievement of the following results:
  • Support National Project implementation activities according to UNDP workflows (including Individual Contract[2] (IC) process, organization of forums, workshops, travel, etc);

  • Contacts with visitors and project personnel, arrangement of appointments and meetings, and/or taking minutes;

  • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;

  • Maintenance of records/ documents/ files relating to the project in a user friendly manner

  • Be responsible for assigned correspondence and other administrative tasks including creating E-requisitions[3];

  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;

  • Preparing correspondences relating to the implementation of the projects;

  • Making logistical arrangements for the field visits and missions of the project team;

  • Administrative support to conferences and workshops;

  • Assistance in proper control of supporting documents for payments and financial reports;

  • Check related forms delivered by Implementing Partners for completion before submitting them to the Finance or Procurement Unit;

  • Proper receipting of goods and services;

  • Preparation of routine correspondence, faxes, memorandum and reports to partners;

  • Extracting, inputting, copying and filing data from various sources as required;

  • Maintain a proper filing system for financial records ensuring safekeeping of confidential materials; and

  • Follow up on deadlines, commitments made, actions taken and Coordination of collection and submission of the reports to Programma Officers.

3. Provides support to project maintenance and assets management, focusing on achievement of the following results:
  • Act as a backup to the Asset Focal point in the maintenance of records on assets management; and

  • Maintenance of files and records relevant to project maintenance.

4. Support knowledge building and Knowledge Sharing in the CO, focusing on achievement of the following results:
  • Participation in the training for the operations/programme staff and other trainings as appropriate; and

  • Sound contributions to knowledge networks and Communities of Practice.

[1] Implementing Partner is UNDP’s government partner in implementing project. [2] Individual Contract is a contracting type in hiring external consultant. [3] E-requisitions is UNDP’s request system for financing and administrative tasks across the agency. Bachelor degree or equivalent Bachelor’s degree in Social Sciences, Political Sciences, Business Administration, Social Development or related field. 24 Months
  • At least 2 years of relevant professional experience;

  • Experience in meeting arrangement, data gathering, documentation in Thai and English of the new initiatives, power point presentation;

  • Knowledge of Microsoft Word, Microsoft Excel, Microsoft PowerPoint;

  • Strong Interpersonal skill and experience working with government and civil society is an asset;

  • Ability to work under pressure and time constraint;

  • Excellent written and Oral Communication skills; and

  • Previous work in assisting project management is an asset.

  • English(Mandatory), Level - Fluent

  • Thai(Mandatory), Level - Fluent

Administration and administrative assistance, Development programme/project administration No Accountability, Adaptability and Flexibility, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams
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