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.”

In order to tackle environmental challenges, Indonesia has recently ratified the Stockholm Convention on POPs. This project aims to assist the country in implementing its relevant obligations under the Stockholm Convention, in particular to reduce the releases of PBDEs toxic flame retardant and Unintentional POPs by-products, as well as to build country’s capacity to manage these.

The project will support Indonesia’s industry and recyclers in ensuring that no banned POPs are being used or recycled into new manufactured articles. In addition municipal and community waste operations will be supported in order to reduce environmentally harmful releases. While working on reducing harmful releases, the socio-economic and climate impact of the project is overall beneficial the project will work with two activity areas that are inherently climate beneficial, i.e. increased recycling and material efficiency and better waste management. It focuses on these following components, i.e. (1) strengthening the national policy and regulatory framework to reduce UPOPs and PBDE releases from plastic manufacturing, recycling and disposal practices, (2) reducing or eliminating the importation and use of PBDE in plastics manufacturing, (3) reducing UPOPs and PBDEs from unsound plastics recycling, (4) reducing releases of UPOPs and PBDEs from unsound plastic disposal practices, and (5) Monitoring, Learning, Adaptive Feedback, Outreach and Evaluation.

Under the guidance and direct supervision of the National Project Manager, the Project Associate is expected to work in close coordination with the NPM, NPD/DNPD, and Programme Officer (along with Operations Unit) to ensure good operations of the project PMU.

This position is located primarily in large and complex project under overall guidance NPM position. S/he supervises and leads the support staff of the Project Management Unit. The incumbent will coordinate with various units to support the large and highly complex project on finance, procurement, HR, security, communication, monitoring, reporting and 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 implementation and achievement of results focusing on achievement of the following results:

• Independently provides full range of project management and implementation assistance at all phases of the project cycle for, typically, a large and highly complex component of the project initiatives, seeking guidance only in exceptional circumstances.
• Coordination of administrative aspect of project planning and preparation work for, typically, a large and highly complex component of the project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval.
• Provide high quality analysis and draft presentation of information/data on specific project and related topics; highlight noteworthy issues/trends for consideration by appropriate parties.
• Effective implementation of project standard operating procedures,  effective monitoring of project performance and timely production of results oriented draft progress reports in line with the government and UNDP’s regulations.

2.  Provide effective support to the planning, budgeting, and implementation of the project

• Preparation and analysis of project budget proposals; funding source, prepares monitoring checklists, provides interpretation of budget guidelines; reviews and coordinates submissions of work proposal and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.  
• Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources
• Effective monitoring of budgetary commitments, including verification of charges and obligation documents for all financial transactions; lead periodic budget revisions and ensures appropriate resource allocations; finalize reconciliation of accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager.
• Timely preparation of quarterly project reports, in line with the standard template and presents it to the project assurance team on a timely manner;
• Analysis of the situation a large size - complex project, identification of operational and financial problems, development of solutions.
• Timely preparation for audit of project, implementation of audit recommendations.

3.   Provides administrative support to the Project Management Unit focusing on achievement of  the following  results

• Provision of guidance to implementing partner and serves as focal point for coordination, monitoring and expedition of project   implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, 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.
• Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in project evaluation; monitor implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against project objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training, authorization of payments, disbursement of funds, procurement of equipment and services, security, etc.
• Provision of secretariat services to working groups, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; compiles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.
• Effective collaboration with project manager on various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Lead project team in preparation of formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
• Supervision of office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.

4. Support strategic partnerships and support to the implementation of resource mobilization

• Establishment and monitoring of updated internal databases relevant to the scope of project activities.  
• Preparation of  design of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews.
• Finalization and publication of report in multiple languages as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project,
• In coordination with UNDP’s Communication unit and other relevant counterpart communications department drafts project summaries, coordinates with editor, translation services, etc.
• Preparation of correspondence and communications related to all aspects of project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports
• Updated progress of implementation on resource mobilization  and  timely reporting on mobilized resources

 5.Supports knowledge building and knowledge sharing focusing on achievement of the following results

• Organization of trainings for the operations/ projects staff.
• Synthesis of lessons learned and best practices in project support  management
• 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: 

     
Advocacy/Advancing A Policy-Oriented Agenda
Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences
• Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for UNDP’s advocacy efforts

Results-Based Programme Development and Management

Contributing to results through provision of information

• Provides information for linkages across programme activities to help identify critical points of integration
• Provides information and documentation on specific stages of projects/programme implementation
• Participates in the formulation of project proposals

Building Strategic Partnerships
Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives
• Maintains databases of donor information
• Tracks and reports on mobilized resources

Innovation and Marketing New Approaches
Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches
• Tracks bottlenecks, problems and issues, and proposes solutions
• Responds positively to new approaches

Resource Mobilization (Field Duty Stations)

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

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise
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
• Identifies new and better approaches to work processes and incorporates same in own work
• 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 for UNDP’s Goals

Research and analysis

• Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
• Maintains a network of contacts in the media and civil society, for use in UNDP’s advocacy efforts

Client Orientation

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

Required Skills and Experience

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 5 years of professional experience, preferably in the field of development for candidates with Bachelor Degree and 7 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 strong knowledge  of UNDP development projects in Indonesia.
• Solid experience in leading team to support project administration.
• Strong knowledge and solid 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 and team building skills.
• Full time availability for project management support duties is essential.
• Solid knowledge on with Government and UN/UNDP procedures
• Advance computer skills required, knowledge of spreadsheet and database packages
• Experience in handling of web based management systems would be highly desirable.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION .  Click here to download the form : http://bit.ly/P11SC

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.