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.”

I. Organisational context

Indonesia is one of the world’s largest emitters of CO2, largely from “agriculture, forestry and other land use.”  Over the past five years, Indonesia’s annual rate of deforestation has been one of the largest contributors to Indonesia’s current and expected future emissions under the business-as-usual scenario. They also represent the largest opportunities to abate emissions. 

On May 26, 2010 the governments of Indonesia and the Kingdom of Norway signed a Letter of Intent (LoI) to establish a Partnership for REDD+ to tackle greenhouse gas emissions from deforestation and forest and peat land degradation. As part of the partnership, Norway will provide up to USD 1 billion to Indonesia’s REDD+ efforts. Management of the partnership has been entrusted to a National REDD+ Task Force, which was established by Presidential Decree No.19 in September 2010 and further reconstituted by Presidential Decree No.15 in September 2011.

Following the establishment of the National REDD+ Task Force, the Government of Indonesia requested the UN Secretary General to consider establishing appropriate institutional structures in Indonesia to support the National REDD+ Task Force and other allied actors, both government and civil society . In view of the enormity and complexity of the task, the Secretary General responded positively to the request and following high level inter-agency negotiations coordinated by the Chair of the UN Development Group, an MoU was signed between the United Nations System and the Government of Indonesia in September 2011 to establish the UN Office for REDD+ Coordination in Indonesia (UNORCID) with a comprehensive mandate to support the Government of Indonesia and numerous stakeholders in implementing Indonesia’s REDD+ and related priorities. Following the signing of the MoU between the UN System and Indonesia, UNDP, UNEP, UNESCO, ILO, UNOPS, UNODC and FAO have joined as additional parties to the MoU. At this time, UN Women, UNIDO and several other UN Agencies are also actively considering their joining the MoU.
UNORCID has a finite life-span that, unless renewed by mutual agreement between the parties to the MoU, expires in September 2015. Based in the UNORCID Head Office in Jakarta, the Chief of Operations Support Unit will work directly under the supervision of the Director and in close collaboration with UN Agencies undertaking REDD+ activities, government entities and relevant civil society stakeholders both in the public and the private sectors to advance the REDD+ agenda through administrative and operations support. 

Duties and Responsibilities

II. Functions / Key results expected

Summary of Key Functions and Responsibilities:

The UNORCID Head Office (hereafter “HO”) Chief of Operations Support Unit reports to the Director of UNORCID and is in charge of managing UNORCID’s Operations Support Unit which will be responsible for all tasks related to administration, financial and asset management, human resource management, travel arrangements and all other substantial operational tasks that support UNORCID operations across Indonesia.

 Under the guidance and supervision of the Director, the Chief of Operations Support Unit develops and implements operational strategies for the unit, supervises personnel in their day-to-day activities and manages all processes and tasks in relation to operational support to UNORCID through provision of efficient and effective administrative support services, financial, supply and assets management, human resource management and travel and visa arrangements. The Chief of Operations Support Unit assures high quality and accuracy in the work undertaken. S/he promotes a client, quality, and results-oriented approach.
 
The Chief of Operations Support Unit works in close collaboration with the UNORCID HO team in Jakarta, appropriate government counterparts, UN agencies’ staff, and other stakeholders, to exchange information and ensure consistent service delivery. S/he will also oversee administartive work in Pilot Province Offices (PPO) on a regular basis, communicate and exchange information with them and generally support knowledge building and knowledge sharing.

Key responsibilities of the Chief of Operations Support Unit:

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN rules, regulations, policies and strategies;
• Support to the HO administrative business processes mapping and the elaboration of internal standard operating procedures (SOPs);
• Preparation of Operations Support Unit results-oriented workplans;
• Elaboration of proposals and implementation of cost saving and reduction strategies.

2. Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

• Supervision of all Operations Support Unit staff in order to effectively and efficiently provide operational support to UNORCID through administrative support services, financial, supply and assets management, human resource management and travel and visa arrangements;
• Coordination and supervision of support staff engaged in the fields of reception, general services, transport etc.;
• Coordination and supervision of  shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies;
• Presentation of thoroughly researched information for planning of financial resources for administrative services;
• Support with protocol matters, registration of staff, coordination with local authorities on administrative matters;
• Submission of information on administrative services provided for cost-recovery bills.

3. Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the HO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items;
• Review the issuance of payment vouchers;
• Coordination of the provision of reliable and quality office supplies.

4. Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

• Implementation of a control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures;
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; coordinating creation of vendor set-up information in Atlas;
• Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary;
• Proper inventory control; supervision of proper issuance of inventory items and supplies;
• Review of travel authorizations, documentation, payments;
• Assistance in the preparation of budget, audit  and other reports;
• Provision of researched information, reports for audit exercises.

5. Support knowledge building and knowledge sharing in UNORCID, focusing on achievement of the following results:

• Organization of training for the operations/projects staff on administration and other HO operational support tasks as appropriate and needed;
• Briefing to staff members on general administrative matters; provision of advice and administrative support;
• Sound contributions to knowledge networks and communities of practice.

III. Impact of Results
 
The results of the work of the Chief of Operations Support Unit impact on the work of UNORCID in it support to the successful implementation and overall effectiveness of Indonesia’s National REDD+ Programme (NRP) in the country, accomplishing the President’s ambitious GHG emission reduction targets and achieving green growth within a highly complex and dynamic political and economic environment by enabling improved coordination with the Government of Indonesia throughout the country and the REDD+ Pilot Provinces. 
The Chief of Operations Support Unit will greatly contribute to the success of the office through supporting the Director and all other staff by making optimal use of the available resources.

 The result of the work of the Chief of Operations Support Unit in providing meaningful administrative support to UNORCID will enable stakeholders to collaborate more effectively. Operational support in administrative, finance and logistics tasks will enable better coordination, communication and information sharing both within UNORCID and vis-a-vis government counterparts, UN agencies and other stakeholders. 

The results of the HO Operations Support Unit’s work will enable UNORCID and its counterparts and stakeholders to collaborate more effectively. Information sharing and dissemination will allow for a strategic appreciation of the results achieved; the problems encountered; the lessons learned; and the knowledge gained from implementing the National REDD+ Programme in Indonesia.

Competencies

IV. Competencies and critical success indicators

Functional Competencies:    

Advocacy/Advancing a Policy-Oriented Agenda
Level 1.2: Preparing information for advocacy
- Identifies and communicates relevant information for a variety of audiences for advocating UNORCID’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
- Analyzes country situation to identify opportunities for project development
- Participates in the formulation of project proposals and ensures substantive rigor in the design and application of proven successful approaches and drafts proposals accordingly

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
- Documents and analyses innovative strategies/best practices/new approaches

Resource Mobilization (Pilot Province Offices)
Level 1.2:  Providing inputs to resource mobilization strategies
- Analyzes information/databases on potential and actual donors
- Develops a database of project profiles.  Identifies opportunities for project proposals for presentation to 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
- Documents and analyses innovative strategies and new approaches

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
- Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments

Global Leadership and Advocacy
Level 1.2: Preparing information for global advocacy
- Identifies and communicates relevant information for advocacy for UNORCID’s goals for a variety of audiences
- Identifies and takes advantage of opportunities for advocating for UNORCID’s mandate

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
- Anticipates client needs and addresses them promptly

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 are the responsibility of each staff member.
- Informed and transparent decision making

Required Skills and Experience

V. Recruitment qualifications

Education:

 Bachelor Degree in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences or related field. Master’s Degree will be advantaged

Background  and Experience:

7 years of relevant experience for Bachelor Degree and 3 years for Master Degree in administration or programme support services.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language requirements:
 

Fluency in English and Bahasa Indonesia, written and spoken.

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.

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