Project Assistant (Finance/Accounting & Admin)

1. Office/Unit/Project Description

Over the course of its 45-year presence in Viet Nam, UNDP has been assisting Viet Nam with its successful transition from war to reconstruction; from a centrally-planned economy to a market economy; from poor to low middle-income status; and towards achieving first the Millennium Development Goals (MDGs) 2000-2015 and then the Sustainable Development Goals (SDGs) 2015-2030. UNDP Viet Nam works closely with the Government of Viet Nam, line ministries and local governments, the Party and National Assembly, and related commissions. We also work with the private sector, national think tanks, and civil society organizations at various levels, as partners to contribute towards 17 Sustainable Development Goals (SDGs). 

Our services to the country include capacity strengthening support, technical assistance, and policy advice on (i) governance and participation; (ii) inclusive growth; and (iii) climate change, the environment, and enabling a just energy transition. This assistance is primarily done through programme cycles which are reflected in Country Programme Documents (CPD) for Viet Nam, the latest of which may be found here covering the period of 2022-2026. 

Organizationally, the UNDP Governance two main business tracks (programme and operations) and managed by a Senior Management team consisting of the Resident Representative, the Deputy Resident Representative, and the heads of the three main programme units, which are: (i) the Climate Change, Energy and Environment (CEEU); (ii) the Governance and Participation; and (iii) the Inclusive and Equitable Growth Team. 

The six portfolios under the umbrella of the CEEU are: 

1. Climate and Disaster resilience; 
2. Green and Low-carbon development; 
3. Circular Economy and Waste/Plastic; 
4. Natural Resources and Biodiversity; 
5. Climate – Health and; 
6. GEF’s Small Grants Programme. 

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 CEEU 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 Project Assistants. 

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.

2.    Scope of Work 

The Project Assistant (PA) will support project and programme implementation through a broad range of administrative, financial, and logistical tasks. Responsibilities are as follows:

2.1. Contribute to the organization of the project’s events/Workshops, travel arrangement 

• Provide support to organize virtually/in-person training, workshops, meetings...(i.e.: send invitation, liaison with participants, photocopy of related materials, minute note-taker for trainings, workshop, meetings)
• Support for logistic arrangement for meeting participant’s visits, field travel/visit following UNDP’s policy (i.e.: contact meeting participants, sending invitation, ticket booking, hotel reservation, guest registration, visa support …)
• Support to collect required documents for pre and post travel (vendor form, bank proof, ID card, boarding pass, receipt…)
• Provide interpretation for non-Vietnamese UNDP staff and international consultant at informal meetings and events
• Provide support in coordinating and arrange for Unit’s events

2.2. Provide administrative, financial, and coordination support for project operations

• Draft and dispatch official correspondence; ensure proper documentation and filing of project-related materials.
• Coordinate with the Procurement team to support effective procurement and contract processes, including:
  • Preparing procurement/event requests and initial review to ensure alignment with cost norms;
  • Supporting quotation collection and comparison for micro-purchase cases as needed;
  • Monitoring contract timelines and payment terms, and providing timely alerts for follow-up actions.
• Support financial processes, including:
  • Conducting preliminary checks on the completeness and consistency of financial documents (e.g. receipts, invoices, payment requests);
  • Assisting in the preparation of Certification of Payment (COP) or Non-PO payment requests, ensuring deliverables are documented and aligned with contract terms.
• Provide translation support (Vietnamese–English and vice versa) for project-related documentation.

2.3. Provide effective support to management and implementation of the small-scale 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 system
• 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 Nationally implementation (NIM) Project Advance and Financial Reports (FACE) forms with the approved annual workplan and quarterly work plan and corresponding Activities and Expenditure accounts.
• 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 system;
• Support the direct implementation of small-scale projects, including recruitment of international and national consultants, organizing technical workshops, training activities, consultations, travel arrangements and procurement of goods and services.

2.4 Other relevant work 

• Support to timely monitoring and actions towards satisfactory scorecard performance for the office. 
• Contact and liaise with counterparts for meetings, workshops, partnership development, etc.
• Support in organization and facilitation of Unit events and activities; 
• Support documentation and dissemination of lessons learnt 

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

3.      Institutional Arrangement

The Project Assistant (PA) provides support for the effective implementation of programmes and projects under the Climate Change and Environment Unit (CEEU). Under the overall guidance of the Assistant Resident Representative (ARR)/Head of the CCEU, the PA will report directly to the assigned Programme Associate and work closely with other Programme Associates within the unit. The PA will also collaborate with Programme Analysts/Officers (POs) responsible for specific initiatives.

The PA plays a key role in supporting the financial and administrative management of assigned projects, in coordination with the responsible Programme Associate. This includes assistance with budgeting, financial reporting, travel arrangements, and maintenance of project records and documentation. The PA will engage regularly with UNDP programme and operations staff, relevant government counterparts, project teams, and colleagues across the UNDP Country Office, HQ, Regional Hubs, and development partners to ensure smooth and timely implementation of activities.

4. Competencies

Cross-Functional & Technical competencies 

Evaluation

Ability to support the ongoing process of work planning, reporting and evaluation. 

Ability to provide support and coordinate Output level monitoring at the Project level

Business Development

Ability to animate individuals and groups, internally 

and externally, and to design and facilitate 

activities, to share and exchange knowledge, 

information and ideas. Knowledge of tools and 

approaches to stimulate active participation, 

contribution, and exchange

Please refer to the competency framework site for the entire list of competencies and further explanations. 

5. Minimum Qualifications of the Successful NPSA

Secondary education is required.   

A university degree in accounting, business or public administration, economics, social sciences, or related fields will be given due consideration, but it is not a requirement.  

Strong computer literacy and proficiency in basic Office applications (Word, PowerPoint, Excel, Outlook, etc.) 

Experience in usage of Excel and accounting spreadsheets/ software/systems/ handling of web-based management systems;

• Demonstrated working experience in organizing events including successful delivery of at least 1 high-level political event. 
• Demonstrated ability to work effectively with diverse stakeholders, including international organizations, government agencies, and civil society partners.
• Experience in budget planning, financial management and reporting, and procurement;
• Knowledge of UNDP programme practices and experience working with UN administration;
• Having ability in designing with Canva or illustrating by Procreate/Ai to support events 
• Good knowledge and understanding of climate change, environmental protection, and related topics; relevant knowledge and/or experience in Viet Nam or the ASEAN region 

Good command of English and Vietnamese is required.

Good in translation and interpretation (ENG-VIE and vice versa)