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.
UNDP Vietnam provides critical support in the areas of democratic governance and participation; inclusive and equitable growth; and sustainable development, climate change and disaster risk reduction. Efforts to support Vietnams development agenda are firmly grounded in the context of the One UN Initiative and the One Plan III, the consolidated programme of work of all UN agencies working in Vietnam.
The presence of explosive ordnance (EO) may have a substantial negative impact on human safety and development. Landmines, cluster munitions and other EO create barriers to achieving the eradication of poverty and reduction of inequalities and exclusion. Building on the lessons learned from the Korea-Vietnam Mine Action Project (KVMAP), the Korea-Vietnam Peace Village Project (KVPVP) aims to enable inclusive, safe and resilient local development by reducing the impact of EO on local communities and supporting them to improve livelihoods and health.
The KVPVP emphasizes an effective, accountable, transparent set-up in support of the Sustainable Development Goals (SDGs) with particular relevance to SDG 16 and SDG 11, contributing to Viet Nam’s Socio-Economic Development Plan (SEDP) 2021-2025 and UN Cooperation Framework (2022-2026) The KVPVP offers various options on how cleared land can be effectively utilized for sustainable livelihoods and resilient economic and social infrastructure in the context of increasing impacts of climate change and extreme weather events. The suggested intervention will provide best practices which can help improve the mine action sector in Vietnam overall, as well as provide models on how mine action activities can be linked closely with other sustainable development solutions. For more information, please see the link.
To continue supporting the effort to remove EO in Vietnam, KVPVP was developed through close collaboration between the Governments of the Republic of Korea and the Socialist Republic of Vietnam. The project comprises four sub-projects with four implementing partners, including the Vietnam National Mine Action Center (VNMAC) at the central level and three selected project provinces: Binh Dinh, Quang Ngai, and A Luoi district, Thua Thien-Hue province.
The KVPVP is supporting Viet Nam National Mine Action Center (VNMAC) under the Ministry of National Defense (MOD), Department of Social Assistance (DSA) under the Ministry of Labor, Invalids and Social Affairs (MOLISA) and three provinces of Thua Thien Hue, Quang Ngai and Binh Dinh. To accelerate the project full implementation, this TORs is to recruit a national Procurement and Administrative Associate to provide support to deliver the KVPVP project implementation and other projects under GPT.
He/she will be under the guidance of the KVPVP Project Manager and Project Manager of Outcome 1 and relevant Project Managers of GPT projects; collaborates with programme and operations staff, relevant government agencies of Viet Nam and project staff, staff in the country office.
Duties and Responsibilities
The Procurement and Administrative Associate has the following functions:
- Provide effective support to procurement of KVPVP equipment and services
- Provides financial and administrative support to KVPVP and other projects of Participation and Governance Team (GPT).
3.1. Provide effective support to procurement of KVPVP equipment and services
Support effective Procurement and Recruitment and contract management process.
- Support to the related staff at JPMU on routine procurement work, including collection of procurement data to make timely inputs to the preparation of procurement dossiers.
- Closely monitor the procurement plan to identify bottle necks and recommend alternative approach and options to speed up and smoothen the procurement processes for timely procurement of services;
- Analyze and monitor overall project procurement situation and timely alert Project Manager on shortfalls and slowness of procurement or any exceptions to facilitate timely actions and informed decisions;
- Full compliance of procurement activities with UNDP rules, regulations, and policies; implementation of the effective internal control;
- Prepare procurement requests for both individual contracting services and professional sub-contracting services. This includes tasks relating to hiring individual contractors such as drafting procurement requests, draft evaluation minutes; and tasks relating to sub-contracting professional services.
- Work closely with Project Manager, Project Manager of Outcome 1 and Implementing partners for each procurement package to exchange and confirm of technical specifications before purchase
- Arrangement for translation services for Project as required;
- In close coordination with Vietnam National Mine Action center, support for coordination and arrangement for clearance of the project shipments conducted by the project, including the permission for imports of special goods and permission for tax-free imports if required.
- In close coordination with Vietnam National Mine Action Center, supporting the project team in inventory management of procured equipment and asset
3.2. Provides financial and operational support to KVPVP
- 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 programme manager and project manager in periodic review of project work-plans and advise programme manager and project manager and Implementing partners on the progress and work-plan’s conformity to agreed results and outputs for finalization.
- Quarterly reviews of (DIM) Project Advance and Financial Reports (FACE) forms with the approved annual workplan and quarterly work plan 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 manager and project manager and implementing partners on changes in financial policies, rules and procedures.
- Providing advises, guidance and on-the-spot couching to DIM project personnel on applicable policies and procedures (UN Harmonized Program and Project Management Guidelines-HPPMG, Harmonized Approach to Cash Transfer-HACT, Cost Norms).
3.3. Provides support for quality assurance (HACT, M&E):
- Supporting programme manager and project manager 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 DIM projects, supporting programme manager and project manager implementing partners in follows-up on timely implementation of audit recommendations;
- Supporting assessments of technical and financial management capacity (micro assessment) of implementing partners;
- Supporting spot-checks on implementing partners, supporting the coordination of DIM 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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
| Core | |
| 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 | | | | Thematic Area | Name | Definition | | Audit & Investigation – General | Financial and Managerial Accounting and Finance key concepts | Key concepts and principles of financial accounting, interpret financial analysis, managerial accounting, etc. | | Procurement | Contract management | Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations | | 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 | | Finance | Financial planning and budgeting | Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analyzing, and reporting | | General (across the functions) | Event planning and execution: | Ability to plan, manage and execute public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate | | Business Management | Communication | Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication, to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate channels | |
Required Skills and Experience
| Min. Education requirements | Secondary education is required. A university degree (Bachelor´s degree) in Accounting, Business or Public Administration, Economics, Social Sciences, or related will be given due consideration, but it is not a requirement. |
| Min. years of relevant work experience | Minimum 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant progressively responsible experience in finance and administrative or programme/project implementation. |
| Required skills | - Experience in usage of Excel and accounting spreadsheets/ software/systems/ handling of web-based management systems is required
- Experience in budget planning, financial management and reporting, and procurement is required
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| Desired skills in addition to the competencies covered in the Competencies section | - Experience in automated procurement systems
- Basic understanding of mine action/peacekeeping and development area
- Experience in UNDP programme practices and experience working with UN administration is an asset
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| Required Language(s) | Fluency in English and Vietnamese is required. |
| Professional Certificates | N/A |
Disclaimer
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.
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