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, we offer global perspective and local insight to help empower lives and build resilient nations.I. Organizational Context
The project “Technical Support to Rehabilitation and Reconstruction Completion and Continuation Coordination” (TS-R2C3) is a transformation of the “Technical Assistance to BRR” (TA to BRR) designed to support the GOI through Bappenas in coordination of continuing reconstruction activities post BRR closure in April 2009, that has been extended to June 2012. This project is an extension of the previous Phase I and II of TA to BRR Project 2008 – 2009. Phase I focussed on supporting BRR’s technical capacity requirements during its institutional evolution, while Phase II supported the agency’s requirements for technical capacity during its final year of operation to conclude its mandate effetively and accountably. During Phase III, TS-R2C3 will supplement the technical and operational capacity of BAPPENAS to fulfil its mandate of coordinating national and international resources, planning and monitoring the rehabilitation and reconstruction activities in Aceh and Nias. The scope of change from the previous TA to BRR to TS to R2C3 is “Enhanced coordination, monitoring and evaluation on the implementation of the Aceh Nias Reconstruction Continuation Action Plan 2010 – 2012 (Renaksi Kesinambungan Rekonstruksi Aceh Nias 2010-2012)”. The proposed activities will contribute to the accomplishment of the BAPPENAS’s overall objective as outlined in the Action Plan, which is the provision of effective coordination and monitoring of the transition from the reconstruction phase to Sustainable Development Programmes in Aceh and Nias. Simultaneously, the support provided will ensure development of capacities to coordinate, monitor and evaluate by BAPPENAS, Bappeda Aceh, Bappeda North Sumatera and other related institutions. The expected deliverables of of TS to R2C3 2010 – 2012 include:
1) Availability of support to BAPPENAS to coordinate planning, monitor and annual evaluation of the 2010-2012 Action Plan;
2) Availability of support to Bappeda Aceh & Bappeda North Sumatra to coordinate planning, monitor and coordinate their respective action plans 2010 -2012;
3) Availability of support to strengthening GoI and donor coordination;
4) Availability of support to strengthening and integrating post reconstruction information systems into the normal development context.
5) Availability of support to the PMU RRI at the Ministry of Public Works to coordinate foreign assistance for public infrastructure reconstruction.
Since the project was transferred to Bappenas in the mid year of 2009, the TS to R2C3 were supporting:
a) Bappenas’s coordination role and transparency in decision making, to strengthen participation of CBOs, NGOs, the private sector, local government, donors and other stakeholders in planning, implementing and monitoring of reconstruction activities;
b) Bappenas’s coordination role to provide development acceleration planning guidance and to ensure an efficient transition from rehabilitation and reconstruction phase into the DRR-guided longer-term development framework, engaging local government, CBOs, NGOs, the private sector, donors and other stakeholders in the proces.
The TS-R2C3 immediate development objective is to “strengthen the capacity of GOI national and local government agencies to manage and implement gender sensitive, pre and post-disaster recovery planning processes and practices based on disaster risk reduction principles”. The TS -R2C3 project will be implemented in the period of 2010-2012 by the National Development Planning Agency (Bappenas) and will engage a strategic partnership with GOI agencies at the national, provincial and district levels with support from UNDP.
The Phase III of the Technical Assistance to Rehabilitation and Reconstruction Completion and Continued Coordination (TS to R2C3) project is now entering to the final year of its implementation. The request for amendment of the project timeframe from 30 June 2012 to 31 December 2012 and for the USD 300,000 budget increase has been approved by MDF in January 2012. The need to extend the project is based on the continued relevance and importance of the ongoing activities for Phase III, and the need to strengthen and consolidate the current efforts. The focus of the extension is on strengthening the support to BAPPENAS to fulfill its responsibilities outlined in the Continuation of Reconstruction Activities for Aceh and Nias 2010 – 2012 Action Plan. During 2011, TS to R2C3 has observed a variety of complex challenges and increasingly high demands for support from the remaining 21 foreign grants/loan funded projects. Given this, it was determined that current strategies and efforts need to be accelerated especially in light of the approaching deadline of the MDF closure in 2012.
Under the guidance and supervision of the National Project Manager, the Project Officer (PO) acts as an advisor on all aspects of strategic management and operations of Output 4.1 - 4.5 and Output 5 of the programme and will liaise between technical consultant in Bappeda Aceh, Bappeda North Sumatera and MoPW and the Project Management Unit (PMU) in Bappenas. The PO will be responsible for ensuring provision of the technical consultant inputs 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 project. Throughout the duration of the project, the PO will also liaise closely with the Bappenas, Bappeda(s) and MoPW to support the optimal allocation of resources based on identified priorities.
More specifically, the PO is responsible for operational requests including procurement, recruitment, travel and outsourcing. The PO will support NPM in coordination and management of operational requests, including travel, workshops, commissioned research, outsourcing procurement etc, The PO will also co-ordinate Monitoring & Evaluation of the technical consultants, ensuring results are reported and progress is made, while working closely with the PMU on remaining budget and other administrative issues consistent with the prevailing rules and regulations.
The incumbent implements policies and methods to project performance in operations, demonstrating capacity for innovation and creativity and providing advice to the project readjustment of the operations to take into account changes in the operating environment as and when needed.
The Project Officer will also support the NPM to work closely with Recovery Cluster of CPRU-UNDP to ensure the project closure in December 2012 can run smoothly in line with UNDP, GOI, and Donors regulations.
Duties and Responsibilities
II. Functions / Key Results Expectedummary of key functions:
• Support NPM in implementation project plan and ensuring the strategic direction of the project operations aligned with and the prevailing corporate policy
• Provision of effective support to the grant (LoA) management
• Provision of support to the project management and ensuring compliance with prevailing rules and regulation in financial resources management, strategic human resources management, procurement and logistical services management.
• Provides top quality advisory services to the Government and ensures facilitation of knowledge building and management
1. As a member of the project office management unit, Support NPM in implementation project plan and ensuring the strategic direction of the project operations aligned with and the prevailing corporate policy focusing on achievement of the following results:
• Support NPM in ensuring full compliance with the corporate prevailing rules, regulations and policies, implementation of corporate strategies, establishment of targets and monitoring achievement of results.
• Support NPM in managing operational aspect of PMU 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 project 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 and identify project resource profiles and timelines to be adjusted with the project closure need. To review delivery issues, works with national counterparts to build common understanding and coordination on project activities and report to NPM for solution.
• To support NPM in identification of proper allocation of resources as well as the day-to-day management based on identified priorities. Provision of support to NPM in monitoring and evaluation of each output to ensure the attainment of project target and indicator , preparation of progress report ,
• Provision of support to NPM in coordination among members of the Project Board through Project Board meetings, informal and formal communications.
2. Ensuring effective Grant (LoA) management
Monitoring the implementation of LoA (Letter of Agreement) with Bappeda Aceh, Bappeda North Sumatera, and MoPW to comply with prevailing procedure and regulation
• Monitor LoAs disbursement/settlement/reporting and ensure compliance to prevailing procedure and regulation
• Maintain relationships and coordination with with Government of Indonesia, Provincial Government in Aceh and Nias, 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 Budget and Finance Associate in the project and National Project Manager, the incumbent has to ensure implementation of a proper planning, expenditures tracking, reporting and audit of the project’s financial resources in accordance with prevailing rules and regulations;
• Ensures the financial integrity of the project through appropriate controls and reporting structures; supports the project related audit exercise; follow up on necessary training and orientation;
• All financial transactions related with project are identified, recorded and verified in compliance with the corporate policies and procedures;
• Conduct initial financial and substantive monitoring and evaluation of the projects, identification of operational and financial problems, propose solutions to be reported to NPMPreparation of inputs for reporting, including donor reporting.H
Human Resources Management
Support to the overall project recruitment and performance management in accordance with the prevailing rules and maintenance Procurement, Admin Logistical Services and Security
• Project implementation 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;
• Oversight all aspect of project procurement processes, contract, asset management and logistical services in accordance with prevailing rules and regulations.
• Manage support services, including travel and logistics, visas for the project staff and ensure compliance with prevailing standard of security
• ;
4. Provides top quality advisory services to the Government and ensures facilitation of knowledge building and management focusing on achievement of the following results:
• Identification of sources of information related to policy-driven issues. Identification Sound contributions to knowledge networks and communities of practice.
• Organization of training for the operations/ projects staff on programme issues.
• Knowledge building and sharing with regards to management and operations in the project, organization of the project staff trainings, synthesis of lessons learnt/best practices, Professional growth through active learning.
III. Impact of Results
Successful implementation and achievement of TS-R2C3 Project Development Objectives and Outputs through effective implementation of project activities, effective management, strategic planning and partnerships, production of meaningful knowledge management products, high-quality reports and constant monitoring and evaluation.
Competencies
IV. CompetenciesFunctional 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
Levle 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
V. Recruitment QualificationsEducation:
Master’s degree preferably in Public Administration, Development Studies, Business Administration, Social Sciences, or other relevant field with minimum 2 ( two ) years working experiences.
Bachelor’s Degree degree with a combination of relevant academic qualifications and 6 (six ) years’ experience in development may be accepted in lieu of the advanced university
Experience:
Minimum of 2 ( two ) years relevant experience with master’s degree degree or 6 ( six ) years professional experience with a bachelor’s degree in position, at the national or international level is required
Previous experiences in UNDP government-based project is an advantage;
Previous experience in recovery process in Aceh Nias is highly desirable;
A network of contacts and familiarity in working with the government of Indonesia at the national and local levels, donors, UN agencies, NGOs, and CSOs,;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Language Requirements: English and Bahasa Indonesia
APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11
Female candidates are encouraged to apply
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.