Job Opening

Posting Title: Administrative Assistant-SEA circular
Department/Office: United Nations Environment Programme
Duty Station: BANGKOK
Posting Period: 22 August 2022 - 28 August 2022
Job Opening Number: 22-United Nations Environment Programme-189193-Individual Contractor
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Result of Service

This position is located in the UNEP ROAP SEA circular project. The Administrative Assistant reports to SEA circular Project Coordinator. Under the direct supervision and guidance from the SEA circular Project Coordinator, the Administrative Assistant will support overall project’ s implementation and management of all activities implemented by SEA circular project.

The Administrative Assistant will support SEA circular Project by performing the following functions:

• Provides full range of support of implementation of SEA circular project strategies, focusing on achievement of the project results including administrative, financial and logistical coordination and support for project initiatives at all phases of the project cycle.
• Assists in the coordination of planning and preparation; monitors status of activities as per the approved annual workplan, takes necessary action to ensure relevant documents are completed and submitted to relevant parties for approval
• Collaborates with SEA circular team members on project performance reporting; liaises with relevant parties on the interpretation of the activities as per the approved workplan.
• Serves as focal point for coordination, monitoring and expedition of project implementation activities, involving liaison with relevant ROAP units to initiate requests, prepare Terms of Reference against 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, organization of meeting, procurement, etc.
• Reviews, appraises and revises, as necessary, all submissions for project substantive, ensuring compliance with guidelines and project objectives; identifies problems/issues, seek clarification from relevant units, assess replies, and provide a summary with suggestions for further action to the Project Coordinator.
• Drafts correspondence and communications related to all aspect of project administration, including work plan and budgets, revisions and other related issues.
• Drafts budget and forecast based on approved workplan; prepares monitoring checklists, identifying, funding source relevant to each activity, and undertake follow-up actions required.
• Monitors budgetary commitments, including verification of charges for all financial transactions; prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to the Project Coordinator.
• Assists in the preparation and analysis of project budget; the interpretation of budget guidelines; reviews and coordinates submissions of project proposals for extension, and budget estimates to ensure that requisite information is included and justified for proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/results are properly categorized.
• 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.
• Provide day-to-day coordination support in communicating within the SEA circular project team members and with external partners
• Provide day-to-day administrative and logistic support to ensure smooth and timely implementation of SEA circular activities such as meetings, events, workshops
• Assist in collecting and analyzing data and information, and the preparation of technical deliverables under SEA circular project
• Collects, and analyses information obtained from a variety of sources
• Monitors and compiles of results of SEA circular activities in 2022 for the project Outputs
• Compile of required data and information for concept notes to support the implementation of 2022 approved workplan
• Perform other related duties as required

Output 1: Coordination Support for the preparation implementation and organization of project activities
Deliverables: Monthly summary on output delivered

Output 2: Support to the organizations of meetings/events/workshop and dissemination of event planning
Deliverables: Monthly summary on output delivered

Output 3: Preparation of drafts for routine correspondence, briefing notes and background information
Deliverables: Monthly summary on output delivered

Output 4: Compilation of required data and information of knowledge products, based on 2022approved workplan
Deliverables: Monthly summary on output delivered

Output 5: Monitoring and Compilation of results ofproject activities in 2022 for the ProjectOutputs
Deliverables: Monthly summary on output delivered

Output 6: Updating and monitoring of project budget
Deliverables: Monthly summary on output delivered

Output 7: Entering, maintaining administrative data and records in electronic systems. Filing and retrieving office documents, including through the management of Sharepoint and other electronic document management systems
Deliverables: Monthly summary on output delivered

Output 8: Managing information flow and prioritize matters to relevant team members
Deliverables:Monthly summary on output delivered

Performance indicators for evaluation of outputs:
• Satisfactory completion of deliverables and receipt of quality outputs
• Timely delivery and approvals of submitted deliverables

Work Location

UNEP-Asia-Pacific Office, Bangkok-Thailand

Expected duration

05 September 2022 - 31 December 2022

Duties and Responsibilities

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.

UNEP’s Asia and the Pacific Office geographically serves 41 countries across the region to promote and implement sustainable development solutions. It assists countries of the region pursue sustainability, particularly in their implementation of the 2030 Agenda for Sustainable Development including technical expertise, facilitating access to finance, undertaking cutting-edge science-policy assessments, offering advisory services and strengthening laws, policies, management and governance.

UNEP works with national and local authorities, civil society, other UN organizations, research institutions and the private sector to catalyze the efficient use of the region’s natural assets and reduce the degradation of the environment.

The project "Reducing marine litter by addressing the management of the plastic value chain in South-East Asia" (SEA circular) is implemented by the UNEP Regional Office for Asia and the Pacific and the Secretariat of the Coordinating Body on the Seas of East Asia (COBSEA), with support from the Government of Sweden. The project runs from August 2018 to December 2022 and aims to reduce marine plastic litter by ensuring that less plastic is wasted in the face of largely inadequate waste management systems in the region. The project leverages the COBSEA intergovernmental mechanism and contributes to achievement of the COBSEA Regional Action Plan on Marine Litter (RAP MALI).

Project activities take place in six target countries (Cambodia, Indonesia, Malaysia, the Philippines, Thailand, Viet Nam) with knowledge sharing across all nine COBSEA countries (incl. PR China, Singapore, Republic of Korea) in four output areas:
•Output 1: Market-based solutions in the way plastic is managed are promoted and demonstrated, including effective business incentives for reducing single-use and hard-to-recycle plastic and improving recovery and recycling.
•Output 2: Strengthening the scientific basis for effective decision-making, by identifying and closing research gaps,and building national capacities to monitor and assess the sources, flow and impacts of marine litter in line with global guidelines and COBSEA regional guidance on harmonized monitoring programmes.
•Output 3: Outreach on marine litter and plastic pollution raises awareness to promote behavioural change among consumers and businesses, and to create an enabling space for policy development.
•Output 4: Regional networking and leveraging COBSEA regional mechanisms to strengthen regionally coherent national marine litter planning, engage constituencies and facilitate multi-stakeholder knowledge exchange, including coordination with regional frameworks such as the Association of Southeast Asian Nations (ASEAN).

The Administrative Assistant will provide dedicated support and lead on administration and management of SEA circular project to ensure timely on the delivery of Output 1, Output 2, Output 3, Output 4 and Programme Management Unit of the SEA circular project, in line with the project Results Framework and Annual Workplan. The Administrative Assistant will provide support to the programmatic and administrative functions, including budgetary and financial management, procurement, human resources recruitment. The Administrative Assistant works to ensure full coordination on all aspects of assignments, maintaining protocol procedures, archives, classification of tasks, communications, preparation of documents, correspondence, etc. The Individual Contractor works in close collaboration with the Operations unit, programme and project staff in the UNEP ROAP, HQ as required to exchange information and support programme delivery.

Qualifications/special skills

Skills: Good technical reporting and writing skills, project management experience
Academic Qualifications: High school diploma or equivalent preferably with specialized certification in Business or Public administration, Finance or related areas in Business or Public Administration, Economics, Finance, Political Science, International development, International Relations and Social Sciences or any related fields.
Experience: •A minimum of seven years of progressively responsible experience in programme/project administration, financialmanagement, technical cooperation or related area is required.
•Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) andemail/internet; familiarity with database management; and office technology equipment are required
•Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in amulticultural team of international and national personnel.
•Working experience(s) in a multicultural environment including United Nations would be an asset.
•Experience in handling of Enterprise Resource Planning (ERP) system i.e. Umoja for projects is desirable
Language: Proficiency in English with advanced command of speaking and writing. Knowledge of local languages especially Thai is an advantage. Working knowledge of other UN official language is an asset

No Fee


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