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
Over the past four years UNDP has provided support for both the Government of Indonesia (GoI) and Indonesian civil society to undertake activities that strengthen access to justice (A2J) in multiple ways. Through the Legal Empowerment and Assistance for the Disadvantaged Project (LEAD), UNDP facilitated the GoI’s formation of the National Strategy on Access to Justice (NSA2J), launched by BAPPENAS in October 2009, and provided grants for NGOs to undertake a range of A2J activities in a number of provinces. In Aceh province, UNDP has also provided timely and comprehensive access to justice support in the post-tsunami and post-conflict context under the Aceh Justice Project (AJP) by strengthening the institutional capacity of the both the formal and informal justice systems.
Both LEAD and AJP projects have been implemented since 2007. In 2011, LEAD and AJP were completed, and a new project called “Strengthening Access to Justice in Indonesia” (SAJI), was introduced.
The SAJI project presents the continuation and expansion of these two UNDP projects, and will be geared towards improved access to justice for Indonesian citizens, contributing to the alleviation of poverty, good governance practices, and empowerment of disadvantaged, vulnerable, and marginalized people.
In accordance with the Jakarta Commitment and the principle of supporting national priorities and policies, the SAJI Project will use the GoI’s National Strategy on Access to Justice (NSA2J) and other relevant Indonesian policy instruments as their guiding framework, which will therefore directly link the policy and local interventions such as the National Action Plan on Human Rights. SAJI will help realize Indonesia’s 2005-2025 Long Term Development Plan, which emphasizes that, consistent with its vision of “A Just Indonesia,” development is to be carried out from the people, by the people and for the people.
The Project
The SAJI Project is developed based on experiences, best practices, and lessons learned from the LEAD and AJP Projects. SAJI consists of the following components:
1. Institutional mechanisms, legal and regulatory framework, and capacities of government institutions strengthened to implement the recommendations and Action Plans of the National Strategy on Access to Justice.
2. Improved public complaint and grievance handling mechanisms (PCMs) in government institutions at both national and subnational levels.
3. Improve people’s access to state-funded legal aid, particularly for women and vulnerable groups.
4. Improve people’s access to fair and accountable justice services in the community-based justice system
5. Knowledge management to inform policies and initiatives to effectively strengthen access to justice and to contribute to Indonesian reporting on the implementation of human rights instruments
Portion of the first component will be implemented through the extension of the LEAD Project the umbrella of the SAJI Project. While originally set to expire at the end of December 2011, both UNDP and BAPPENAS have agreed to extend the duration of the LEAD Project until the end of 2012. This extension is aimed to ensure uninterrupted provision of support for the implementation of the National Strategy on Access to Justice, which was launched at the end of 2009.
Under the guidance and supervision of the SAJI Project Manager. Administration Assistance (AA) will provide Administration services, resource utilization and transparent management that will help the SAJI Project Management develop a client-oriented approach in their activities implementation, in line with UNDP rules and regulations. AA is expected to ensure the operational administrative procedures performed every day in the planning, implementation monitoring, and evaluation, etc. done in a timely manner and in accordance with the rules and regulations of the Government of Indonesia and UNDP.
Duties and Responsibilities
II. Functions / Key Results ExpectedSummary of Key Functions:
? Implementation of operational strategies
? Support to effective and efficient functioning of the unit (SAJI’s office)
? Support to administrative and logistical services
? Support to office maintenance and assets management
? Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
? Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
? Provision of inputs to the PMU administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
? Provision of inputs to preparation of administrative team results-oriented workplans.
2. Ensures effective and efficient functioning of the unit (SAJI’s office), focusing on achievement of the following results:
? Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
? Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
? Translation of simple correspondences, when needed.
3. Ensures effective administrative and logistical support, focusing on achievement of the following results:
? Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent).
? Preparation of all necessary documentation, implementation of follow-up actions.
? Performance of a Buyer role in Atlas and preparation of POs for travel activities.
? Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
? Preparation of POs.
? Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
? Administrative support to conferences, workshops, retreats.
? Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
? Checking and recording of vehicle daily log and fuel consumption, update and maintenance of vehicle history report.
? Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
? Maintenance of the filing system ensuring safekeeping of confidential materials.
? Extraction of data from various sources.
? Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
? Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
? Assistance in the preparation of budget, provision of information for audit.
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
? Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
? Tagging all furniture/equipment upon receipt from the supplier.
? Update of non-expendable property inventory record and track movement of furniture piece.
? Entering records in the asset control database (system) ensuring inventory records are up to date and accurate.
? Maintain an up-to-date list of inventory of the project.
? Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.
? Preparation of inventory reports as required.
? Maintenance of the filing system ensuring safekeeping of confidential materials. Support to the management on physical assets disposal/transfer; follow up on request and liaise with requesting unit and maintenance for disposal/transfer action.
6. Support knowledge building and knowledge sharing in the PMU, focusing on achievement of the following results:
? Participation in the training for the operations/projects staff on administration.
? Sound contributions to knowledge networks and communities of practice.
III. Impact of Results
The key result of the post is to make sure that all day to day operational procedures in planning, implementing, monitoring and evaluation, closure, audit, etc. of the SAJI project in Jakarta and other provinces are conducted in a timely and client oriented manners and in line with rules and regulations of the Government of Indonesia and UNDP.
Competencies
IV. Competencies and Critical Success FactorsFunctional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
? Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
? Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
? Understands the main processes and methods of work regarding to the position
? Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
? Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
? Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
? Uses information/databases/other management systems
? systems
Client Orientation
Level 1.1: Maintains effective client relationships
? Reports to internal and external clients in a timely and appropriate fashion
? Organizes and prioritizes work schedule to meet client needs and deadlines
? Responds to client needs promptly
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
? Gathers and disseminates information on best practice in accountability and results-based management systems
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:
- Bachelor Degree in Business, Management, Public Administration, Social Science , or other related fields.
- At least 3 years of work experience in administration or project support service (admin, procurement, and HR support). Work experience with UNDP financing requirements is highly desirable. Experience in the usage of computers and office software packages (MS Word, Excel)
- Fluent verbal and written English and Bahasa Indonesian
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.