Project Assistant

UNDP, New York, United States

Skill Required:, Project/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
27th November, 2019

Job Description


IGSD Unit of UNDP Thailand is currently recruiting a skilled project assistant to provide day-to-day administrative and project implementation support. Under the overall guidance of Programme Specialist – Team Leader of UNDP Thailand Country Office (CO) and close supervision of the Project Manager, the successful candidate will be assigned to support implementation of the 5-year Strengthening Capacity and Incentives for Wildlife Conservation in the Western Forest Complex (SCIWC) Project, funded by the Global Environment Facility (GEF).

Project Background:

Situated at the core of the Western Forest Complex (WEFCOM), the Huai Kha Khaeng-Thung Yai Naresuan World Heritage Site (HKK-TY WHS) consists of three contiguous Wildlife Sanctuaries: the Huai Kha Khang (HKK); the Thung Yai Naresuan East (TYE); and the Thung Yai Naresuan West (TYW). Totaling an area of 6,427 km2, the largely intact forest habitats of the HKK-TY WHS provide a protected refuge for approximately half of Thailand’s tiger population.

There are no villages within the HKK, but there are 14 formally recognized enclave villages within the TYW (7 villages) and TYE (7 villages). There are further villages, together with mixed forest-agriculture, in a 5-km buffer around the HKK-TY WHS with a particular concentration to the east of HKK where there are an estimated 29 villages. Many of the villagers living in the enclave and buffer villages are dependent on the use of forest resources

The most significant threats to tiger survival in and around the HKK-TY WHS includes: i) habitat degradation and fragmentation; ii) poaching of the prey that tiger depend on; and iii) poaching of the tigers themselves. These threats are further exacerbated by limited capacity and insufficient resources to effectively plan and administer the wildlife sanctuaries, and limited working relationships with enclave and buffer communities.

The project has been organized into three components and is being implemented over a period of five years from July 2015 to June 2020.

The first component of the project is directed towards strengthening and scaling up existing best-practice management activities, and developing and testing innovative approaches to enforcement and compliance, in the HKK-TYN WHS. It will strive to reduce the direct threats to tigers and prey, improve effectiveness of wildlife sanctuary management, and enhance the use of data and information to support key management decision-making.

The second component of the project is focused on linking sustainable livelihood development in the enclave and buffer zone villages with specific conservation outcomes and improving economic links between the buffer zone and enclave villages and the Wildlife Sanctuaries. It will seek to achieve these linkages by promoting incentives (including technical support and grant funding for sustainable livelihood initiatives, ecotourism development and piloting a REDD+ Wildlife Premium carbon project) for community-based sustainable forest management, environmentally-friendly agricultural practices, nature-based tourism and education and improved wildlife and habitat protection.

The third component of the project is directed towards raising the awareness in communities living in and around the WHS of the need to conserve, and the importance of protecting, the forest landscapes and associated wildlife. With the iterative recognition in these communities of the intrinsic value of the forest habitats and wildlife, work under this component will assist in strengthening the representation of the buffer and enclave communities in each of the Wildlife Sanctuary’s Protected Area Committees (PACs). With improved community-based representation on the PAC, the project will assist in building the capacity (information, knowledge, skills) of each of the community representatives to assure a constructive and meaningful contribution to the co-management of the WSs

The total cost of investment in the project is estimated at US$31,573,877, of which US$7,339,450 constitutes grant funding from GEF and US$24,234,427 co-financing.

Duties and Responsibilities

Key Functions: The Project Assistant will support the project management unit to provide logistical support and administrative functions to ensure smooth implementation of the above-mentioned project. S/he will be responsible especially for payments, financial reporting on a quarterly and annual basis, and in case of needs, according to the government and UNDP requirements.

Support for Planning Process through the following tasks and duties:

  • Collect, analyse and present 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 and UNDP;
  • Create project in Atlas, 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.

Support to Implementing and Managing Projects through the following tasks and duties:

  • Provide administrative, operational and logistical supports for the achievement of the outcomes of both projects assigned to him/her in a timely manner;
  • Support national project implementation activities according to UNDP workflows (including IC process, organization of forums, workshops, travel, etc.);
  • Take all necessary steps for the contractual procedures for the procurement of the goods and services as well as Individual Contracts are taken place in line with UNDP’s rules and regulations;
  • Prove input on the terms of references for the services and goods that will be required for the smooth implementation of the project when required;
  • Control the expenditures of the projects and ensure adequate management of the financial resources provided;
  • Create requisitions in ATLAS for development projects, register of goods receipts in ATLAS;
  • Issue the project-related payments and ensuring that all payments are proceeded in a timely manner in line with the UNDP’s financial rules and regulations;
  • Prepare financial reports to be submitted to project management and donor when required;
  • Participate in workshops, meeting, missions in the projects’ field when needed;
  • Prepare correspondences relating to the implementation of the projects;
  • Make logistical arrangements for the missions of the project team, consultants and any other relevant actors to the projects’ field; and
  • Make project-related translations when needed.

Support to Monitoring and Evaluation of the projects through the following tasks and duties:

  • Prepare information for Project Manager in finalizing project progress reports (quarterly and annual/financial and substantive) and final project reports; and
  • Support to the organisation of project mid-term reviews and final evaluation meetings.

Support to project maintenance and asset management compliance:

  • Establish and maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements;
  • Assist Project Manager in closing the project operationally and financially in accordance with the rules and regulations of UNDP and in close coordination with the implementing agency;
  • Liaise with UNDP on the conduct of project audit and ensure access by auditors to project documentation, personnel and institutions involved in the project; and presentation of information for project audit;
  • Act as a backup to the Asset Focal point in the maintenance of records on assets management;

Support to 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;
  • Sound contributions to knowledge networks and communities of practice.
  • Competencies

Corporate Competencies:

  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Demonstrating/safeguarding ethics and integrity;
  • Demonstrate sound judgment and transparent decision making;
  • Demonstrate self-development, initiative, and team player spirit;
  • Communicate effectively and constructively;
  • Creating synergies through self-control; and
  • Learn and share knowledge with others.

Functional Competencies:

  • Building Strategic Partnerships
  • Analyzes general information and selects materials in support of partnership building initiatives.
  • Promoting Organizational Learning and Knowledge Sharing
  • Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise

  • 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 of information technology and applies it in work assignments.
  • Promoting Organizational Change and Development
  • Demonstrates ability to identify problems and proposes solutions.
  • Design and Implementation of Management Systems
  • Uses information/databases/other management systems.

Client Orientation

  • Reports to internal and external clients in a timely and appropriate fashion;
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Responds to client needs promptly.
  • Promoting Accountability and Results-Based Management
  • Gathers and disseminates information on best practice in accountability and results-based management systems.

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: Thai national with Secondary Education or equivalent. Bachelor’s Degree in Science, Social Science, Arts, or related fields would be desirable, but it is not a requirement.


  • Minimum 5 years (with Secondary education) or minimum 2 years (with Bachelor’s Degree), of progressively responsible experience in administrative, financial, or office support functions in an organization;
  • Some specific experiences in programme, project management and/or government institutions is an advantage;
  • Experience in climate change related projects is an advantage;
  • Experience in organizing events involving international participants (i.e. workshops, meetings, etc.) would be an advantage;
  • Proficiency in MS Word, Excel, PowerPoint, database packages and web browsers. Knowledge of UNDP ATLAS financial system would be an advantage;
  • Familiarity of UNDP system, rules and procedures is an advantage.

Language Requirements: Excellent command of writing and speaking Thai and English.


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