Antecedentes

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. Organizational Context

The Government of Indonesia established the Indonesia Climate Change Trust Fund (ICCTF) decree in September 2009. The ICCTF shall be nationally managed, and is part of Government’s commitment to implement the Jakarta Commitments to enhance national ownership and improve aid coordination in response to climate change.

In this framework, the Government and the UNDP shall jointly establish and implement the project titled “Preparatory Arrangements for the Indonesia Climate Change Trust Fund (PREP-ICCTF)”. Under terms of the signed Letter of Agreement (September 2009), the objects of the project shall be to (1) Provide support to priority climate change initiatives as prioritized by the Government, during an interim period, while the ICCTF is being established; (2) Provide support and development for establishment of the ICCTF; and (3) Support capacity development needs of the Government of Indonesia for the efficient and effective implementation of the ICCTF. The project shall enable the Government and national trustee to gradually assume full operational responsibility within the PREP-ICCTF period.

To implement the PREP-ICCTF, various staff will be hired and activities undertaken under the ICCTF Secretariat, which will also cover the functions of a standard UNDP Project Management Unit (PMU), including financial reporting and monitoring.

ICCTF operates in three windows, namely: energy, forestry and peatland, and resilience and adaptation. On June 2010, the ICCTF Steering Committee has approved three pilot projects to be funded in the first batch funding of ICCTF. The pilot projects covers the area of energy conservation (energy window, implemented by the Ministry of Industry), sustainable peatland management (forestry and peatland window, implemented by the Ministry of Agriculture), and public awareness raising (resilience and adaptation window, implemented by the Agency for Meteorology, Climatology, and Geophysics/BMKG). The Letter of Agreement (LoA) of the pilot projects was signed in September 2010, and the projects are expected to finish in 2011, before the PREP-ICCTF period ends.

Under the guidance and supervision of the National Project Manager (NPM) of PREP-ICCTF and Head of ICCTF Secretariat, the Administration Assistant will be responsible in coordinate and implement the administration and logistics functions of ICCTF Secretariat.

Deberes y responsabilidades

II. Functions / Key Results Expected

Summary of Key Functions:

• Coordinate and implement administration, human resources and logistics functions
• Support the financial functions of ICCTF Secretariat
• Implement the standard operation procedure in supporting the running day-to-day of Secretariat operation
• Support the implementation of project and activities of the ICCTF Secretariat

1. Ensures the coordination and implementation of administration, human resources and logistics functions, focusing on achievement of the following results:

• Prepare local, domestic, and international travel arrangement, including ticketing, accommodation, visa, and other required documents.
• Prepare meeting, workshop, conference arrangement, including accommodation, refreshment, equipment, participant confirmation.
• Provision of human resources and administration function of the ICCTF Secretariat.
• Coordination and provision of logistics support for the day-to-day operation of ICCTF Secretariat.

2. Ensures effective support to the financial functions of ICCTF Secretariat, focusing on achievement of the following results:

• In coordination with Finance Associate, prepare the budget request form.
• In coordination with NPM PREP-ICCTF and Finance Associate, prepare the budget request form execute the procurement process.
• In coordination with Finance Associate and Finance Clerk, manage the petty cash and encash the cheque.

3. Supports the implementation of the standard operation procedure in supporting the running day-to-day Secretariat operation, focusing on achievement of the following results:

• Support the Head and other staffs of ICCTF Secretariat in developing and drafting the documents required for day-to-day ICCTF Secretariat operation.
• Support the Head of ICCTF Secretariat and NPM PREP-ICCTF in various meetings, workshops and functions related to ICCTF.

4. Support the implementation of project and activities of the ICCTF Secretariat, focusing on achievement of the following result:

• Support the Head and other staffs of ICCTF Secretariat in preparing materials and documents required for specific activities.

III. Impact of Results 

The key results have an impact on the overall PREP-ICCTF and PREP-ICCTF funded project efficiency in supporting the implementation of operational strategies in the Secretariat.  Accurate, thoroughly researched and documented financial information, timely and appropriate delivery of services ensure client satisfaction and enhance GOI and UNDP credibility in use of financial resources.

Competencias

IV. Competencies and Critical Success Factors

Functional Competencies:    

Results-Based Programme Development and Management

• Knowledge and understanding of administration and administration of trust fund management in particular.
• Ability to conceptualize issues and analyze data.
• Ability to implement new systems (business side), and affect staff behavioral/ attitudinal change
• Good knowledge of Results Management Guide
• Assesses project performance to identify success factors and incorporates best practices into project work
• Monitors specific stages of projects/programme implementation

Promoting Organizational Learning and Knowledge Sharing

• Promotes knowledge management in the ICCTF Secretariat and a learning environment through leadership and personal example
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
• 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

• Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
• Knowledge of current development issues particularly those pertinent to climate change. 
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Analyzes the requirements and synthesizes proposals
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Ability to coordinate the work of others.
• Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Demonstrates good knowledge of information technology and applies it in work assignments

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.
• Informed and transparent decision making
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Treats all people fairly without favoritism

Habilidades y experiencia requeridas

V. Recruitment Qualifications

Education:

•  University degree or equivalent from a reputable university in secretary, management, economy, communication, literature, environment or other relevant fields.

Experience:

•  Minimum five year of relevant experience in the fields of environment, development, and project management.
• Hands-on experience in liaising and working with government institution in project implementation coordination and trust fund management. Work experience with Bappenas and trust fund management institution will be a significant advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, Powerpoint, etc.). Knowledge in graphic software and database/programming will be a significant advantage.
• Experienced with government and UN system would be a significant advantage.
• Experienced with working in an international environment.

Language Requirements: 

• Fluency in English and national language of the duty station.

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

Female candidates are encouraged to apply

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