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. Background

On 26 May 2010 the Governments of Indonesia and Norway signed a Letter of Intent (LoI) to establish a REDD+ Partnership. The first phase of this REDD+ Partnership (Phase 1) was to establish an agency with the capacity to implement and manage REDD+ projects initially in the pilot province Central Kalimantan and progressively in other priority provinces across Indonesia. A Task Force (Satuan Tugas, Satgas) was established to support this initial phase and, as of June 2013 at the end of the Task Force’s mandate, the following progress was achieved:

• Drafting of an integrated Presidential Regulation regarding the establishment of a REDD+ Agency and governance of REDD+ in Indonesia;

• Finalisation of a REDD+ National Strategy (Stranas) and development of Provincial Strategies and Action Plans (PSAPs) for the eleven priority provinces;

• Agreement on, and legal basis for, the structure and operations of a REDD+ Financial Instrument (FREDDI); its implementation awaits the establishment of the REDD+ Agency and the subsequent release of funding for Phase 2 of the LoI;

• A methodology, partially trialled, for the structure and Standard Operating Procedures (SOPs) of the MRV technical unit; while international standards and an international/national REDD+ registry remain in development, the unit is ready for mobilisation following the establishment of the REDD+ Agency;

• Legal review of regulatory requirements related to REDD+ implementation in particular land tenure, forest and peat-land governance, forest monitoring and law enforcement, consolidation of land concessions, and a Moratorium on all new concessions for conversion of peat and natural forest in Indonesia; and

• Successful implementation of a wide range of projects by the REDD+ Task Force in the pilot province Central Kalimantan with a focus on developing an operational capacity and an enabling environment for REDD+ projects.

These achievements have prepared a basic foundation for a future REDD+ national programme that aims to address the emission-reduction target for the forestry and peat-land sectors and the national long-term goals associated with sustainable economic development and poverty reduction.

II. Context of this TOR

For the second phase of the REDD+ Partnership (Phase 2) to commence, it is required that the REDD+ Funding Instrument (known as FREDDI) is formally established by the REDD+ Agency along with a legal basis for its operations. Considering the time involved in establishing a fully operational Funding Instrument, additional interim funding has been provided under the Indonesian-Norway Partnership to support any potential gaps that may arise after the REDD+ Special Team’s assignment ends and the establishment of FREDDI. In addition, this funding will provide further resources for the capacity development of the REDD+ Agency in its preparations for the implementation of Phase 2 of the Indonesian-Norway Partnership. This interim funding will be managed by UNDP as a continuation of its role as fund manager under Phase 1 of the partnership.

To support the program of REDD+ Agency, the REDD+ PMU shall expand its administration team in order to better serve the agency from administration perspective, along with the expansion; the Project Management Unit shall recruit an Admin Officer to lead the Administration unit. 

Under the guidance and supervision of the Operations Manager, the Administrative Officer provides the overall administration and execution of varied and inter-related operational and logistical activities, ensuring high quality and accuracy of work. The Administrative Officer promotes a client, quality and results-oriented approach.

The Administrative Officer works in close collaboration with the Operations, Programme staff and Country Office as well as other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

III. Functions / Key Results Expected

Summary of key functions:

The Administrative Officer will support the REDD+ Task Force, Strategy working group and REDD+ Agency with the following tasks:  

• Implementation of operational strategies

• Provision of effective and efficient administrative support services

• Support to supply and assets management

• Effective administrative and financial control in the unit

• Proper common services

• 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.

• Support to the office’ administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).

• Preparation of administrative team results-oriented workplans.

• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

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

• Coordination and supervision of support staff engaged in the fields of common services and general services, including registry, telephone operator/receptionist, etc.

• Coordination and supervision of  travel management, events management, fleet management, administrative surveys, transportation services and office management

• Assets management and disposal

• Provide logistical support for missions and participate in missions, if required. Under specific terms of reference. Participate in wrap-up, internal team meetings; follow up on requests from team members and correspond with them appropriately.

• 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 space and other administrative matters.

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

• Coordination with Procurement Unit in generating Request and maintain proper flow of receiving goods/equipment

• Coordination of assets management, timely preparation and submission of periodic inventory reports on office assets, including coordination of physical verification of inventory items and its documentation of the inventory exercise.

• Coordination of office supplies for the Unit through preparation and implementation of the unit’s procurement plan.

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

• Implementation of the 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; creation of vendor set-up information in Atlas;

• Review of data integrity in the database, 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, and relevant requests for payments.

• Assistance in the preparation of budget, audit and other reports relevant to his/her work portfolio.

• Provision of researched information, reports for audit exercises.

5. Ensures proper common services  focusing on achievement of the following results:

• Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.

• Proper planning and tracking (together with the UN Common Services Associate) of common services budget and of Agencies contributions to the common services account.

6. Support knowledge building and knowledge sharing in REDD+, focusing on achievement of the following results:

• Organization of training for the operations/projects staff on administration.

• Briefing to staff members on general administrative matters; provision of advice and administrative support.

• Sound contributions to knowledge networks and communities of practice.

IV. Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UNDP REDD+ PMU as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization. 

Competencies

V. Competencies and Critical Success Criteria

Functional Competencies:      

Building Strategic Partnerships

Maintaining a network of contacts

• Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders

Promoting Organizational Learning and Knowledge Sharing

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

Fundamental knowledge of own discipline

• Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position

• Analyzes the requirements and synthesizes proposals

• 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

Promoting Organizational Change and Development

Basic research and analysis

• Researches and documents ‘best practices’ in organizational change and development within and outside the UN system

Design and Implementation of Management Systems

Research and analysis and making recommendations on management systems

• Maintains information/databases on system design features

• Develops simple system components

Client Orientation

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

• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients

• Actively supports the interests of the client by making choices and setting priorities to meet their needs

Promoting Accountability and Results-Based Management

Basic monitoring
Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems

• Monitors the implementation of corporate accountability and results-based management systems and makes recommendations to enhance performance of business units

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

IV. Recruitment Qualifications

Education: 

• University degree in Management, Economy, Social studies or other related field.

Experiences: 

• Minimum 2 years  for Master Degree or minimum 6 years for Bachelor Degree of relevant work experience in administration or programme support service

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.)

• Experience in handling of web-based management systems

• Knowledge in asset Management is desirable

• Familiarity with REDD+ and/or forestry program would be an asset

• Having experience in handling events, especially in various workshops and training is advantage.

• Experience in project management and administration.

• Previous experience in development assistance or related work for donor organization, governmental institutions, CSO/NGO is will be advantage.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages.

Language Requirements: 

• Excellent written and spoken English and Bahasa Indonesia

Other:

• Well-developed analytical, presentation and drafting skills;

• Proficiency in current office software applications is necessary.

• Possess good, interpersonal and communication skills

• Ability to work with minimum supervision

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

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. Female candidates are strongly encouraged to apply . All applications will be treated with the strictest confidence.

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.

 

 

ATLAS POSITION NO.