Background

I. Organizational Context

“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.”

Background
Indonesia is the third largest emitter of CO2 and the world’s largest emitter from agriculture, forestry and other land use. In response to this situation, on 26 May 2010 the Governments of Indonesia and the Kingdom of Norway signed a Letter of Intent to establish a REDD+ (Reducing Emissions from Deforestation and Forest Degradation) Partnership to tackle greenhouse gas emissions from deforestation and forest and peat-land degradation in Indonesia. REDD+ is a global mechanism which provides an opportunity for developing countries like Indonesia to move towards a sustainable green economy through the implementation of REDD+ activities and, for industrial countries like Norway, to support a reduction in global deforestation by contributing funds for these activities. For Indonesia, REDD+ also offers a way to achieve the Indonesian government’s voluntary commitment to the world to reduce emissions as much as 26 per cent under a business-as-usual scenario or up to 41 per cent with international support by 2020. This commitment internationally announced by the then President Yudhoyono at the G20 Summit in Pittsburgh on September 2009.

Under the President Yudhoyono’s administrations, climate change issues (including REDD+) have been addressed by several institutions,  namely Ministry of Environment, Ministry of Forestry, National Council on Climate Change and BP-REDD+ Agency, and Bappenas.
 
The changes in government after presidential election in 2014, has resulted changes in management approach. In January 2014, President Joko Widodo has agreed for the proposal to merge the Ministry of Environment and Ministry of Forestry. The President has decided that for the sake of better coordination, effective management and efficiency, climate change issues need to be addressed and managed under single institution. President then issued a decree. 16/2015 to establish a Ministry of Environment and Forestry – as a result of the merger of 4 national institutions (Ministry of Environment, Ministry of Forestry, National Council on Climate Change and BP-REDD+).

Included in this decree was the establishment of new Directorate General of Climate Change who is mandated to manage the climate change agenda (including REDD+).

Context of this TOR
Under overall guidance and supervision of the Administrative Officer to support the project on a day-to-day basis to cover administration functions such as general office and general project administration. The Project Assistant (Administration) provides project support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery.

Duties and Responsibilities

II. DESCRIPTION OF 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, 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.travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services processes including preparation of Requisition in ATLAS for admin unit, 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.
•    Assists to proper supply and assets management, such as faciilitate in  coordination of assets management in the REDD+ project; timely preparation and submission of periodic inventory reports.
•    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.

III. Impact of Results
The key results have an impact on the overall execution of the REDD+ project administration services and success in implementation of operational strategies. 

Competencies

IV. 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:       
Support the preparation of information for advocacy

•     Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management

Contributing to results through provision of information

• Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships

• Maintaining information and databases
• Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches
Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/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

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
• Demonstrates good knowledge of information technology and applies it 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

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

V. 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 Bahasa Indonesia is required.

Other Requirements:

• Demonstrated familiarity with UNDP development projects in Indonesia.
• Knowledge of and experience in supporting administration of REDD+ project 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 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.