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 aim to be a bridge between Indonesia and all donors as well 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.”

One of the UNDP Country Office programmes is the People Centred Development Programme (PCDP) that has been supporting local government institutions, civil society organizations and communities in the Papua region in their efforts to improve human development and to achieve the Millennium Development Goals (MDGs). The PCDP will continue to provide technical assistance to the local government and civil society to formulate, coordinate and implement appropriate, specific local development programmes in the target districts of Papua and West-Papua. The Programme will put more emphasis on improving the economic welfare of communities, in particular of indigenous Papuans, starting with a few concrete pilot projects to ensure that the results of the programme interventions impact the lives of the communities and the government’s efforts to reduce poverty, focusing on: 1) support at provincial and district levels in developing policies and programmes that are pro-poor, MDG-oriented, gender sensitive and OTSUS-based, building on a comprehensive assessment of the current socio-economic situation of the region with enhanced support to and stronger focus on district level governments; 2) empowering local communities to develop and implement programmes in the areas of health and education, in partnership with Civil Society Organizations (CSOs) and local government; 3) improving the economic welfare of local communities, especially indigenous Papuans; and 4) facilitating linkages, cooperation and communication for a coordinated delivery of development assistance between and within the local Government and central government and with civil society and development agencies

PCDP is implemented utilizing a national implementation modality in which the government counterpart is responsible for the management of the project implementation. Bappenas serves as the Implementing Partner (IP) and provincial level partners, including Bappeda and BPM/BPMK-KK Papua and West Papua Province work as Responsible Parties. A Project Implementation Unit (PMU) set up in Bappenas, in which the Director of KKDT Bappenas as the National Project Director (NPD) supported by the National Project Manager (NPM). The NPM PCDP liaises closely with the designated Programme Manager within the Democratic Governance-Poverty Reduction Unit at the UNDP Country Office. In day-to-day operation of the PMU, the NPM is supported by an administration and finance assistant, a monitoring and reporting officer and a project secretary. 

This position is located primarily in project management unit under overall guidance project officer or in a large project report to Operations Manager position to support the project on a day-to-day basis to cover administration functions such as procurement, HR, general office and general project administration. (Note: Security is a key function can be covered under this position and should be factored as an essential project management/operational costs. However, security personnel are normally outsourced.)

Duties and Responsibilities

1. Support the project team to ensure effective project planning, budgeting and  implementation focusing on achievement of the following results:
• Assists in the coordination of project planning and preparation work for, typically, a medium-size and complex component of the project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on specific project and related topics or issues.
• Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Implement project standard operating procedures in line with the government and UNDP’s regulations;

2. Support to the effective reporting on progress of project implementation
• Preparation of budget revisions, support to the preparation of annual and quarterly work plans as well as project board meetings, audit, operational and financial closure of a project.
• Support to the preparation of quarterly project reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timely manner;
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management
• To provide administrative support for preparation of high quality and results oriented progress reports.

3.   Provides administrative support to the Project Management Unit focusing on achievement of  the following  results:
• Serves as focal point for administrative, HR, Procurement, Security and office coordination of project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance, etc.
• Provision of general office assistance such as response to complex information requests and inquiries; reviews, logs and routes incoming correspondence; establishment of filling system and maintenance files/records; organization of meetings, workshops; routine administrative tasks, including maintaining attendance records, assessing telephone billing, etc.
• Drafts correspondence on budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.

4. Support strategic partnerships, communication  and support to the implementation of resource mobilization
• Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;
• In coordination with UNDP’s Communication unit and other relevant counterpart communications department, support documentation of the project activities as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project.

 5.Supports knowledge building and knowledge sharing focusing on achievement of the following results:
• Participation in the trainings for the operations/ projects staff.
• Synthesis of lessons learned and best practices in project support management function.
• Contributions to knowledge networks and communities of practice.

Competencies

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

Functional Competencies:    
Level 1.1: Support the preparation of information for advocacy
- Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management

Level 1.1: Contributing to results through provision of information
- Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships
Level 1.1: Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches
Level 1.1: Implementing processes and uses products
- Documents and tracks innovative strategies/best practices/new approaches

Resource Mobilization (Field Duty Stations)
Level 1.1: Providing information for resource mobilization strategies
- Maintains information/databases on potential and actual donors
- Maintains database of project files
- Provides data and information needed for preparation of project documents

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

Global Leadership and Advocacy for UNDP’s Goals
Level 1.1: Research and analysis
- Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

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
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Responds to client needs promptly

Willingness to take Prince2 training and certification, RMG

Required Skills and Experience

Recruitment Qualifications

Education:* Bachelor degree in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences or other relevant fields of study would be desirable, but it is not a requirement.

Experience:* Minimum 3 years of professional experience, preferably in the field of development for candidates with Bachelor Degree and 5 years for candidates with Diploma Degree

Language Requirements: • Fluency in written and spoken English is an absolute necessity;
• Fluency in written and spoken Bahasa Indonesia is required.

Other Requirements: • Demonstrated familiarity with UNDP development projects in Indonesia.
• Knowledge of and experience in supporting administration of PCDP projects will be highly desirable.
• Strong knowledge and experience in project management support are essential as well as ability to draft correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc
• Good inter-personal skills.
• Full time availability for project management support duties is essential.
• Familiar with Government and UN/UNDP procedures would be desirable
• Up-to-date computer skills required, knowledge of spreadsheet and database packages
• Experience in handling of web based management systems would be preferable.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P-11

Female candidates are encouraged to apply

ATLAS Position No. 00083522