Project Associate

Job Identification 18678 Locations

Ha Noi, Viet Nam

Posting Date 06/04/2024, 07:34 AM Apply Before 06/18/2024, 10:59 PM Job Schedule Full time Agency UNDP Grade NPSA-7 Vacancy Type National Personnel Service Agreement Practice Area Nature, Climate and Energy Bureau Regional Bureau for Asia and the Pacific Contract Duration 1 Year Education & Work Experience Bachelors Degree - 4 year(s) experience OR High School certificate- 7 year(s) experience Required Languages English and Vietnamese Vacancy Timeline 2 Weeks Mobility required/no mobility no mobility required
Background Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Development Programme (UNDP) works to eradicate poverty while protecting the planet. In Viet Nam, the Government and UNDP partnership officially started in 1978. Since then, UNDP has been working closely with the Government and other partners to expand the choices for people and ensure that everyone has equal access to opportunities to realize their full potentials.

The UNDP Vietnam Programme portfolio consists of a mix of national implementation and direct agency implementation. In the 2022-2026 period, in adjustment to Vietnam’s Lower Middle-Income context and the overall transition of ODA assistance that is underway, the UN will adjust its assistance to the new environment. UNDP in its new Country Programme will see a gradual transition of its programme portfolio to the new forms of partnerships and new programming processes. Programme governance, management and administration will therefore require a high degree of flexibility and agility, with a focus on contribution to offering high quality policy advisory and project implementation services.

The Country Programme Document 2022-2026 includes a large portfolio of Climate Change and Environment (CCE), with an estimated budget of 71 million USD. The CCE team are implementing more than 20 on-going projects and formulating some new projects for submission to GEF, GCF and donors. UNDP apply more Direct Implementation Modality (DIM) in management and implementation of projects and activities, which requires more services from Programme Associates.

The Project Associate (PA) provides support to deliver CO programme and projects of the Climate Change and Environment Unit. Under overall guidance and reports directly to the Assistant Resident Representative (ARR)/ Head of the Climate Change and Environment Unit. The PA works directly and agree daily tasks with UNDP’s Programme Analysts/Officers (POs) in charge of programs/projects, and collaborates with UNDP programme and operations staff, relevant GOVN and project staff, staff in the CO and UNDP HQs/Regional levels, relevant staff of development partners.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply.

The Project Associate (PA) provides support to deliver Country office programme and projects of the Climate Change and Environment Unit. Under overall guidance and reports directly to the Head of the Climate Change and Environment Unit/Associate to the Resident Representative, the PA works directly and agree daily tasks with UNDP’s Programme Analysts/Officers (POs) in charge of programs/projects, and collaborates with UNDP programme and operations staff, relevant government and project staff, staff in the country office and UNDP HQs/Regional levels, relevant staff of development partners.

Duties and Responsibilities:

The Project Associate has following functions:

• Provide effective support to management and implementation of CO projects.
• Supports formulation of new projects and resource mobilization
• Provides financial and administrative support to the Climate change and Environment Unit wide activities.

Provide effective support to management and implementation of the CO projects

• Tracking and controlling program/project expenditures/disbursement rate against commitments to ensure the conformity with approved annual workplans and budget, determining gaps between budgets and expenditures, committed and actual allocated funds to advise programme officers for taking actions, supporting operation and financial closure of a project in Quantum.
• Support to effective Procurement and Recruitment and contract management process as appropriate.
• Support programme officers in periodic review of project work-plans and advise programme officers and implementing partners on the progress and work-plan’s conformity to agreed results and outputs for finalization.
• Quarterly reviews of National implementation (NIM) Project Advance and Financial Reports (FACE) forms with the approved annual workplan and quarterly workplan and corresponding Activities and Expenditure accounts.
• Supporting the organization of overseas study tours and monitoring visits, including daily subsistence allowance entitlement calculation and transportation.
• Taking timely corrective actions and unposted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers.
• Supporting timely operational and financial closure of project, determination of unutilized funds and processing operational/financial closure of projects in Quantum;
• Support the direct implementation of country office projects, including recruitment of international and national consultants, organizing technical workshops, training activities, consultations, travel arrangements and procurement of goods and services.

Provision of guidance on policies and procedures to Implementing partners:

• Updating programme officers and implementing partners on changes in financial policies, rules and procedures.
• Providing advises, guidance and on-the-spot couching to NIM project personnel on applicable policies and procedures (UN Harmonized Program and Project Management Guidelines-HPPMG, Harmonized Approach to Cash Transfer-HACT, Cost Norms)

Quality assurance (HACT, M&E):

• Supporting programme officers and implementing partners in day-to-day monitoring and implementation of project activities to ensure the project progress achievement of results and outputs as planned.
• Providing inputs to the auditing of NIM projects, supporting programme officers and implementing partners in follows-up on timely implementation of audit recommendation.
• Supporting assessments of technical and financial management capacity (micro assessment) of implementing partners.
• Supporting spot-checks on implementing partners, supporting the coordination of NIM audits and ensuring effective client liaison.
• Supporting project mid-term reviews and final evaluation including recruitment or consultants, arrangement of working missions/interviews, collecting information and relevant documents, liaising with concerned parties.

Supports formulation of new projects and resource mobilization:

• Support Programme Officers/experts in collection, analysis and presentation of financial background information for preparation of UN and UNDP documents such as UN One Strategic Plan, Country Programme Document, etc.
• Contribution to (i) the planning/budgeting of the project formulation process, (ii) preparation of project document and (iii) appraisal processes, ensuring effective liaison with partners in this regard.
• Supports to effective procurement and recruitment and contract management process for project idea/proposal development.
• Support to financial management of the grants/facilities for the formulation of project ideas and proposals.
• Entering approved project proposal into the UNDP online management system – Quantum - for project award generation; creation of projects including project activities and budgets in Quantum, revision of project award and project status when required and delegated.
• Tracking and reporting on mobilized resources. Review of contributions agreement, managing contributions in Quantum.
• Assist liaison and partnership activities with funding partners.

Provides financial and administrative support to the Climate Change and Environment Unit wide activities.

• Overall budget and Finance (as required and arrangement among Project Associates)
• Support Unit Head in planning and managing the direct project costing (DPC) and tracking incomes and expenditure relating to staff costs of the Unit.
• Analyze and monitor overall program financial situation in consultation with Unit Head, Programme Officers and project staff. Report on program/project financial expenditures and alert Unit Head and Programme Officers on shortfalls and over-expenditures.
• Liaise closely with Finance Unit and Programme Support Unit for tracking overall expenditures in relation to commitments and report on delivery status to Unit Head.
• Maintain and update the CCE pipeline project in the system.
• Serve as the focal point for financial, administrative, operation or substantive matters within the unit or for the Country Office, as needed; this includes Spot Check, M&E, Audit preparation, retreat, trainings, project profiles, etc., as required.
• Initiation Plans (as required and arrangement among Project Associates)
• Support project formulation, planning, budgeting, management and implementation of these specific projects.
• Co-ordinate all mandatory and rephasing exercises. Initiate budget revisions, in line with available resources. Make necessary adjustments at the requests of project authorities.
• Maintenance of the internal expenditures control system which ensures that voucher processed are matched and completed, transactions are correctly recorded and posted in Quantum.
• Timely corrective actions on unposted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers.
• Creation of requisitions in Quantum for development projects, register of goods receipt in Quantum.
• Making budget check for requisitions, POs and vouchers.

Serve as the Compliance (M&E) Focal Point: (as required and arrangement among PA’s)

• Support to timely monitoring and actions towards satisfactory scorecard performance for the office.
• Play a role of M&E focal point (Planning, Monitoring and Evaluating…);
• Provide support for Pre-PAC & LPAC in conformity with CO’s SOPs/guideline.
• Follow and update the Project Risk log, SES.
• Timely reminding PO/PA on project ending date and support procedures for closure if needed.

Serve as the HACT focal point (as required and arrangement among PA’s)

• HACT compliance consists of micro assessment, financial spot-checks, documentation of programme meetings/visits/meetings.
• Vertical Fund compliance includes checklists of new projects, time sheets- allocation of time to GEF, GCF projects by senior management and related staff.
• Provide support for Audit preparation.

CCE Admin and other relevant work (as required and arrangement among Project Associates)

• Support to timely monitoring and actions towards satisfactory scorecard performance for the office.
• Contact and liaise with counterparts for meetings, workshop, partnership development, etc.
• Support to timely monitoring and actions towards satisfactory scorecard performance for the office.
• Serve as the focal point for financial, administrative, operation or substantive matters within the unit or for the Country Office, as needed; this includes Spot Check, M&E, Audit preparation, retreat, trainings, project profiles, etc.
• Support in organization and facilitation of Unit events and activities.
• Support documentation and dissemination of lessons lesson learnt.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies:
Core competences:

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies:

Audit & Investigation -General

• Financial and Managerial Accounting and Finance key concepts: Key concepts and principles of financial accounting, interpret financial analysis, managerial accounting, etc.

Finance

Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

Finance

• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Financial planning and budgeting: Ability to create and manage processes to achieve UNDPs long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting.

Audit & Investigation

• Procurement concepts, processes, and management: Knowledge of procurement processes and management

General (across the functions)

• Event planning and execution: Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDPs overall brand and mandate.

Administration & Operations

• Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience: Education:

• Secondary Education is required.
• University degree (Bachelors’ degree) in accounting, business or public administration, economics, social sciences, or related fields will be given due consideration, but is not a requirement.

Experience:

• Minimum seven (7) years (with secondary education) or four (4) years (with Bachelors’ degree) of progressively responsible finance and administrative or programme/project implementation support experience is required.
• Experience in usage of Excel and accounting spreadsheets/ software/systems/ handling of web-based management systems.
• Experience in budget planning, financial management and reporting, and procurement
  Demonstrated working experience in organizing and successfully delivering high-level political events.
• Knowledge of UNDP programme practices and experience working with UN administration is an asset.
• Basic understanding of climate change, disaster risk reduction and environment.

Required Languages:

• Fluency in English and Vietnamese is required.

Disclaimer Important information for US Permanent Residents (Green Card holders) Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications. Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. Non-discrimination UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.