Background

I. 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.”

Indonesia is the third largest emitter of CO2 and the world’s largest emitter from agriculture, forestry and other land use.  Over the past five years, Indonesia’s annual deforestation rate has averaged around 1 million hectares, which contributes more than 80 percent of Indonesia’s estimated annual emissions.  In response to this situation, the Government of Indonesia has initiated a range of programmes designed to reduce the nation’s carbon emissions and improve forest and peat-land governance.

These programmes, which began in earnest following the 13th Session of the Conference of Parties (COP 13) to the United Nations Framework Convention on Climate Change (UNFCCC) which Indonesia hosted in 2007, range from national policy reform through to local demonstration activities, and a global mechanism referred to as REDD (Reducing Emissions from Deforestation and forest Degradation).  This mechanism, now called REDD+, has evolved since its initial inception (hence the plus) to include forest conservation, sustainable management of forests, and enhancement of carbon stocks through afforestation and reforestation.

On 26 May 2010 the Governments of Indonesia and the Kingdom of Norway signed a Letter of Intent to establish a REDD+ Partnership as a part of the government’s programme to tackle greenhouse gas emissions resulting from deforestation and forest degradation in Indonesia.  REDD+ provides an opportunity for developing countries like Indonesia to move towards a sustainable low-carbon economy through the implementation of REDD+ activities and, for industrial countries like Norway, to support a reduction in global carbon emissions by contributing funds for these activities.  For Indonesia REDD+ also offers a way to achieve the government’s voluntary commitment to the world to reduce emissions as much as 26 percent from a business-as-usual scenario or up to 41 percent with international support by 2020.

The first phase of this REDD+ Partnership is to establish an institute with the capacity to implement and manage REDD+ initially in nine priority provinces across Indonesia and eventually throughout the archipelago.  A Task Force (Satuan  Tugas, Satgas) has been established to facilitate the setting-up of this REDD+ Institute and Working Groups (WGs) have been formed to assist in developing a REDD+ National Strategy (Stranas) and a legal basis for REDD+ implementation, a Measuring, Reporting and Verification (MRV) division responsible for monitoring carbon stock and carbon stock changes, and a Financial Instruments facility for the disbursement of funds.

The implementation of REDD+ will be an important step in the development of a low-carbon economy in Indonesia – a country which has some of the most extensive and biologically diverse tropical forests in the world, and an opportunity for the government to reform forest and peat-land governance across the Indonesian archipelago.

Under the terms of the REDD+ Partnership with Norway, Indonesia agreed also to establish a pilot programme in one of Indonesia’s thirty-three provinces.  Following a review of the most vulnerable forest-rich regions in Indonesia and a call for proposals, the President selected Central Kalimantan as the pilot province along with eight other priority provinces where REDD+ will be implemented sequentially.

In September 2011 an MoU between the REDD+Task Force and the Governor of Central Kalimantan was signed, and since December that year preparations have begun to establish the mechanisms necessary to trial the many new paradigms, regulations, financial mechanisms and related safeguard protocols necessary for REDD+ implementation.

In November 2011, the Provincial Government of Central Kalimantan established a Regional Commission (Komisi Daerah, Komda) to facilitate coordination, communication and harmonisation of REDD+ activities in the pilot province.  A Joint Secretariat (Sekretariat Bersama, Sekber) was established to provide effective communication channels between the Regional Commission and the REDD+ Task Force and, more recently, recruitment is underway for field specialists to assist in the design and implementation of REDD+ activities in Central Kalimantan.

Under the guidance and supervision of the Project Coordinator for Central Kalimantan, the Joint Secretariat Operations Assistant will provide support to the Sekber Coordinators on the daily activities and office operations, performing a variety of standard administrative, finance and synchronize them with programme activities to ensure high quality and accuracy of work.  The REDD+ Joint Secretariat Operations Assistant works in close collaboration with the SekBer Office team, Central Kalimantan Government, UN agencies staff, and other stakeholders in Central Kalimantan to provide project support services ensuring high quality of work,  accurate, timely and properly recorded/documented service delivery.

Duties and Responsibilities

II. Functions / Key Results Expected

1. Provides administrative support to the Joint Secretariat 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.

• Liaise with the provincial government staff as well as the stakeholders (NGOs, Local CSOs,, private companies, communities, etc) fox exchange of information.

2. Support to the effective reporting on progress of project implementation

• 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;

• To provide administrative support for preparation of results oriented progress reports.

3. Support strategic partnerships, communication  and support to the implementation of resource mobilization

• Support in updating database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;

• 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.

4. 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

III. Competencies and Critical Success Factors


Functional Competencies:

Building Strategic Partnerships

Identifying and building partnerships

• Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments

• Takes responsibility for achieving agreed outputs within set deadlines and strives until successful outputs are achieved

Promoting Organizational Learning and Knowledge Sharing

Developing tools and mechanisms

• Makes the case for innovative ideas documenting successes and building them into the design of new approaches

• Identifies new approaches and strategies that promote the use of tools and mechanisms

• Develops and/or participates in the development of tools and mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies

Job Knowledge/Technical Expertise

In-depth knowledge of the subject-matter

• Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines

• Serves as internal consultant in the area of expertise and shares knowledge with staff

• Continues to seeks new and improved methods and systems for accomplishing the work of the unit

• Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally

• Demonstrates comprehensive knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Assisting the individuals to cope with change

• Provides counseling and coaching to colleagues who are dealing with change Assists in the development of policies, communications, and change strategies

• Performs appropriate work analysis and assists in redesign to establish clear standards for implementation

Design and Implementation of Management Systems

Designing and implementing management system

• Makes recommendations regarding design or operation of systems or programmes within organizational units

• Identifies and recommends remedial measures to address problems in systems design or implementation

Client Orientation

Contributing to positive outcomes for the client

• Anticipates client needs

• Works towards creating an enabling environment for a smooth relationship between the clients and service provider

• Demonstrates understanding of client’s perspective

• Keeps the client informed of problems or delays in the provision of services

• Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively

• Solicits feedback on service provision and quality

Promoting Accountability and Results-Based Management

Input to the development of standards and policies

• Provides inputs to the development of organizational standards for accountability and results-based management

Core Competencies:

• Promoting ethics and integrity, creating organizational precedents

• Building support and political acumen

• Building staff competence,  creating an environment of creativity and innovation

• Building and promoting effective teams

• Creating and promoting enabling environment for open communication

• Creating an emotionally intelligent organization

• Leveraging conflict in the interests of UNDP & setting standards

• Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

• Fair and transparent  decision making; calculated risk-taking

Required Skills and Experience

IV. 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

• Knowledge of and experience in supporting administration of UNDP 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.

Language Requirements:

• Excellent written and spoken English and Bahasa Indonesia

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.