Background

“UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations.”

UNDP Indonesia’s mission is to be an agent for change in the human and social development of Indonesia.  We, the UNDP Country Office (CO), aim to be a bridge between Indonesia an all donors as well as maintaining our status as a trusted partner to all stakeholders.  We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia.  Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.

I. Organizational Context

REDD+ (Reducing Emissions from Deforestation and forest Degradation) has gained traction in the international climate change dialogue and has become an eminent priority for Indonesia because deforestation and forest degradation still represent a major source of Green House Gas (GHG) emissions, in addition to hindering human development and causing environmental problems in the country. Most of Indonesia’s GHG emissions are related to land degradation, inappropriate land uses, and land conversion.

Indonesia has played a leading and continually expanding role in addressing the global climate change challenge. At the G20 Summit in Pittsburgh on September 2009, President Susilo Bambang Yudhoyono committed to a 26% emission reduction target by 2020, and 41% emission reduction with international support, making Indonesia the first large developing country to do so. It is widely acknowledged that REDD+ will play an important role to support Indonesia’s voluntary commitment to reduce its emissions. To deliver significant reductions a set of clear targets, tailored strategies, policies and institutions will be required.

The Norway Indonesia Climate Change Partnership

In response to the President’s firm commitment, on May 26th, 2010, the government of Indonesia and Norway signed a Letter of Intent (LoI), outlining a USD 1 billion programme of “Cooperation on reducing greenhouse gas emissions form deforestation and forest degradation”. This ambitious programme will be implemented in three phases, namely “Preparation”, with five key results to be achieved mostly by the end of 2010; “Transformation”, involving substantial capacity building and a single-province pilot over the period 2011-2013; and “Contributions for verified emission reductions”, from 2014 onwards, for national level implementation of measures to reduce emissions. This is a crucial programme aiming to reduce deforestation and  land degradation in Indonesia’s substantial forest cover, together with associated Green House Gas emissions.

Under the guidance and supervision of the National Project Manager, the Working Group Coordinator (WGC) acts as an advisor on all aspects of strategic management and operations of the respective Working Groups (WGs) and will liaise between these WGs and the Project Management Unit (PMU). The WGC will be responsible for ensuring provision of the working group inputs to the Task Force as identified to meet the operational needs of the project; allocating the necessary resources as well as dealing with the day-to-day operational management of the working group. Throughout the duration of the project, the accounts manager will also liaise closely with the Task Force to support the optimal allocation of resources based on identified priorities.

More specifically, the WGC is responsible for operational requests including procurement, recruitment, travel and outsourcing. The WGC will directly manage all operational requests of their respective WG, including travel, workshops, commissioned research, outsourcing procurement etc, and will report to the National Project Manager. The WGC will also co-ordinate Monitoring & Evaluation of the WG, ensuring results are reported and progress is made, while working closely with the PMU on remaining budget and other administrative issues.

The incumbent implements policies and methods to maximize the working group performance in operations, demonstrating capacity for innovation and creativity and providing advice to the working group on readjustment of the operations to take into account changes in the operating environment as and when needed.

The WGC leads and guides the Working Group and fosters collaboration within the team, with Government of Indonesia and UNDP, consistent with the prevailing rules and regulations.

Duties and Responsibilities

II. Summary of Key Functions:

?  Ensuring the strategic direction of the working group  operations in turn with the project office aligned with and the prevailing  corporate policy
?  Ensuring effective grant management
?  Ensuring working group’s compliance with prevailing rules and regulation in financial resources management,  strategic human resources management, procurement and logistical services management

III.  Functions / Key Results Expected

1.  As a member of the  project office management team, ensures the strategic direction of the working group focusing on achievement of the following results:

•   Ensures full compliance with the corporate prevailing rules, regulations and policies, implementation of corporate strategies, establishment of targets and monitoring achievement of results.
•   Successfully manages working group  operational support by provision of advice on strategies, policies and plans affecting project’s operations based on efficient business principles.
•   Under the guidance of the National Project Manager ( NPM ), responsible for the working group  business processes in line with the Project Office  prevailing Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and Results Management.
    Review project components, develop project resource profiles and timeline.  Assess delivery issues and works with national counterparts to build common understanding and coordination on project activities.
•   Knowledge building and sharing with regards to management and operations in the working group, organization of the working groups staff trainings, synthesis of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice.
•   Ensures proper allocation of resources as well as the day-to-day management based on identified priorities.
•   Effective coordination of M&E of the Working Groups, results are reported and progress is made
•   Effective facilitation of coordination among members of the Project Board through Project Board meetings, informal and formal communications.

2.  Grant management
•   Design and install grants manual to comply with prevailing procedure and regulation
•   Monitor grant disbursement/settlement/reporting and ensure compliance to prevailing procedure and regulation
•   Working closely with the PMU to develop work plan and grant strategy to ensure  the attainment of project target and indicator
•   Liaise with Government of Indonesia  and other stakeholders
3.  Ensures effective and accurate Financial Resources Management,  strategic Human Resources management, efficient Procurement and Logistical services management focusing on achievement of the following results:
        
Financial Management
•   In coordination with Finance Officer in the project and National Project Manager, the incumbent has to ensure a proper planning, expenditures tracking, reporting and audit of the working group’s  financial resources in accordance with prevailing rules and regulations;
•   Performance of general user in ATLAS.
•   Ensures the financial integrity of the working group through appropriate controls and reporting structures; supports the  project related audit exercise; follow up on necessary training and orientation;
•   All financial transactions related with working group are identified, recorded and verified in compliance with the corporate policies and procedures;

Human Resources Management
•   Ensures optimal staffing of the working group;
•   Oversight of working group’s recruitment processes in accordance with the prevailing rules and maintenance of the proper performance management for project personnel
•   Reviews training needs for working group personnel, develops a training plan and makes recommendations to NPM for its implementation taking into consideration resources available;

Procurement and Logistical Services
•   Working group’s  compliance with corporate rules and regulations and oversight implementation of effective procurement strategies, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
•   Management of the working group’s contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with prevailing rules and regulations.
•   Manage the provision of support services, including travel and logistics, visas for the working group.
•   Management of working group assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the project assets;

IV. Impact of Results

The key results have an impact on the optimal allocation of resources of the working group based on strategy and identified priorities.

Competencies

V. Competencies and Critical Success Factors

Functional Competencies:    

Advocacy/Advancing A Policy-Oriented Agenda

Level 1.2: Ppreparing information for advocacy
?  Identifies and communicates relevant information for a variety of audiences for advocating UNDP’s mandate

Results-Based Programme Development and Management

Level 1.2: Contributes into results through primary research and analysis
?  Assesses project performance to identify success factors and incorporates best practices into project work
?  Researches linkages across programme activities to identify critical points of integration
?  Monitors specific stages of projects/programme implementation

Building Strategic Partnerships

Level 1.2:  Maintaining a network of contacts
?  Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
?  Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders

Innovation and Marketing New Approaches

Level 1.2: Enhancing processes or products
?  Generates new ideas and proposes new, more effective ways of doing things

Resource Mobilization (Field Duty Stations)

Level 1.2:  Providing inputs to resource mobilization strategies
?  Analyzes information/databases on potential and actual donors

Promoting Organizational Learning and Knowledge Sharing

Level 1.2: Basic research and analysis
?  Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline
?  Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
?  Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
?  Strives to keep job knowledge up-to-date through self-directed study and other means of learning
?  Demonstrates good knowledge of information technology and applies it in work assignments

Global Leadership and Advocacy for UNDP’s Goals

Level 1.2: Preparing information for global advocacy
?  Identifies and communicates relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation

Level 1.2: Establishing effective client relationships
?  Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
?  Organizes and prioritizes work schedule to meet client needs and deadlines

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

VI. Recruitment Qualifications

Education: 
Minimum Bachelor’s degree or equivalent in in Business Administration, Public Administration, Finance, Economics or related field.

Experience: 
Minimum 6 years for Bachelors or 2 years for Master’s degree of relevant experience at the national or international level in providing management advisory services; managing staff; running successfully operational systems; and establishing inter-relationships among international organization, CSO  and national governments.
Experience in grant management would be asset.
Very good knowledge and experience in the usage of computers and MS Office software packages especially Excel.

Language requirements: 
Fluency in written and spoken English is a must.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11

UNDP Indonesia 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 Indonesia at the same grade level and with similar job description, experience and education requirements