Project Associate

Background

UNDP Viet Nam 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 Strategic Plan, a consolidated programme of work of all UN agencies working in Viet Nam.

Within the Inclusive Governance Portfolio under Governance and Participation, UNDP Viet Nam works to enhance the effectiveness, responsiveness, and accountability of key institutions to deliver people-centered services. It also promotes inclusive and participatory decision-making processes, ensuring that people’s voices are heard in matters that affect them. This portfolio contributes to the achievement of SDG 16, SDG 10 and SDG 5 of the Sustainable Development Goals.

Specific thematic areas of the Inclusive Governance Portfolio:

Women political participation 

For over two decades, UNDP Viet Nam has positioned itself as a trusted partner in promoting women’s political participation, collaborating with key governmental institutions such as the National Assembly, the Ministry of Labour, Invalids, and Social Affairs (MOLISA), the Viet Nam’s Women Union, and the Ho Chi Minh National Academy of Politics, among others. These strategic partnerships have been instrumental in advancing women’s leadership within elected bodies, the Party, and executive agencies. In addition, UNDP has worked closely with the Viet Nam Department of Peacekeeping Operations under the Ministry of Defense to enhance women participation in international peacekeeping missions.

Youth empowerment 

Youth are key agents of social change at all levels. Recognizing their immense potential as positive catalysts, UNDP actively supports governments, civil society actors, and youth-led networks in creating an enabling environment for their engagement. UNDP is committed to fostering greater youth involvement in Inclusive Governance, ensuring young people’s right to influence decisions impacting their lives. Through meaningful participation at local, national, and global levels, UNDP empowers young voices to contribute effectively to decision-making processes.

LGBTI Inclusion 

UNDP supports Viet Nam’s efforts to promote inclusive, data driven, and evidence-based policymaking on LGBTI matters, ensuring that policies translate into tangible practices. This commitment aims to ensure that LGBTI individuals can fully participate and equally benefit in economic, educational, political, community and social spheres at all stages of life. UNDP’s strong working relationships with both government and civil society partners in Viet Nam, combined with its national and international experience in LGBTI rights and technical expertise in data collection, position it as a key organization driving forward inclusive policymaking processes on LGBTI issues.

The selected individual (He/she/they) will work under the guidance of the Portfolio Manager and Project Manager for relevant Inclusive Governance Portfolio (IGP) projects, collaborating with programme and operations staff, relevant government agencies, and project staff within the UNDP Viet Nam Country Office.

Duties and Responsibilities

1. Provide effective support to management of gender projects focusing on the achievement of results.

• Support to Overall Project Management and Implementation
  • Track and control program/project expenditures/disbursement rate against commitments to ensure conformity with approved AWPs and Budget, determining gaps between budgets and expenditures, committed and actual allocated funds to advise POs for taking actions, supporting operational and financial closure of a project in Quantum
  • Support the effective Procurement and Recruitment and contract management process as appropriate
  • Support POs in periodic review of project work-plans and advise POs/IPs on the progress and work-plan’s conformity to agreed results and outputs for finalization.
  • Quarterly review of (DIM) Project Advance and Financial Reports (FACE) forms with the approved AWP/QWPs and corresponding Activities and Expenditure accounts.
  • Support the organization of overseas study tours and monitoring visits, including DSA entitlement calculation and transportation.
  • Take timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions and unapproved vouchers.
  • Support timely operational and financial closure of a project, determination of unutilized funds and processing operational/financial closure of projects in Quantum.
  • Support the direct implementation of CO projects, including recruitment of international and national consultants, organization of workshops, training activities, consultations, travel arrangements and procurement of goods and services.
  • Provide of guidance on policies and procedures to Implementing partners:
  • Update programme manager and project manager and implementing partners on changes in financial policies, rules and procedures.
  • Provide advice, guidance and on-the-spot coaching 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)
• Quality assurance (HACT, M&E):
• Support POs and IPs in day-to-day monitoring and implementation of project activities to ensure the project progress and achievement of results and outputs as planned.
• Provide inputs to the auditing of DIM projects, supporting POs and IPs in follows-up on timely implementation of audit recommendations;
• Supporting assessments of technical and financial management capacity (micro assessment) of IPs;
• Supporting spot-checks on IPs, supporting the coordination of DIM audits and ensuring effective client liaison
• Supporting project mid-term reviews and final evaluation including recruitment of consultants, arrangement of work missions/interviews, collecting information and relevant documents, liaising with concerned parties.

2. Provide administrative support to the Programme focusing on the achievement of the results by:

• Maintaining internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum.
• Timely correcting actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Creating requisitions in Quantum for development projects, registering of goods receipt in Quantum.
• Support making budget check for requisitions, POs and vouchers.
• Supporting timely monitoring and actions towards satisfactory scorecard performance for the office
• Coordinating calendar planning for Unit Heads and POs;
• Maintaining, physically verifying and certifying assets and inventory.

3. Support resource mobilization and partnership building through:

• Assisting in designing activity budgets for project proposals
• Tracking and reporting on mobilized resources. Review of contributions agreement, manage contributions in Quantum
• Assisting liaison and partnership activities with funding partners
• Contributing to the preparation of timely, high-quality financial reports to partners
• Providing administrative support to JPGs/UN coordination
• Supporting the implementation and monitoring of Cost Sharing agreements, including performing required CS-related work in Quantum as required and delegated

4. Contribute to Knowledge building and knowledge sharing in the CO through:

• Supporting the organization of training sessions for the operations/ projects staff on programme issues.
• Supporting the documentation and dissemination of lessons learnt and best practices in programme administration.
• Providing sound contributions to knowledge networks and communities of practice
• May serve as the focal point for administrative, operational or substantive matters within the unit or for the office as a whole.

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.
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.
Administration & Operations	Events management (including retreats, trainings, and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Business Direction & Strategy	Effective Decision Making	Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Required Skills and Experience

Min. Education requirements:

• Secondary education is required.
• A university degree (Bachelor´s degree) in Accounting/ Finance/ Economics/ Political Sciences/ Social Sciences/ Business/ Public Administration or related field will be given due consideration, but it is not a requirement.

Min. years of relevant work experience:

• A minimum six (6) years (with secondary education) or three (3) years (with Bachelors’ degree) of relevant experience with progressively responsible finance and administrative or programme/project implementation support is required.

Required skills: N/A

Desired skills in addition to the competencies covered in the Competencies section:

• Experience in budget planning, financial management and reporting, and procurement.
• Experience in providing logistical and organizational support to various events
• Knowledge of UNDP programme practices and experience working with UN administration is an asset.
• Experience in usage of Excel and accounting spreadsheets/ software/systems/ handling of web-based management systems.
• Knowledge of gender equality, youth empowerment or other development field is an asset.

Language Requirement:

• English and Vietnamese are required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

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