Antecedentes

“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 maintaining our status as a trusted partner to all stakeholders. We work in four key areas of development: Democratic Governance, Regional Development and Poverty Reduction, Conflict Prevention and Recovery, and Environment and Climate Change. Besides the four priority areas, UNDP Indonesia is also engaged in crosscutting initiatives such as HIV/AIDS and gender equality

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: Democratic Governance, Regional Development and Poverty Reduction, Conflict Prevention and Recovery, and Environment and Climate Change. Besides the four priority areas, UNDP Indonesia is also engaged in crosscutting initiatives such as HIV/AIDS and gender equality.

I. Organisational Context

The United Nations Development Programme (UNDP) works to support democratic development and the promotion and protection of the rule of law in Indonesia. Democratic governance provides the necessary enabling environment to reduce inequalities, alleviate poverty and achieve the Millennium Development Goals (MDGs). The UNDP works to promote democratic governance in Indonesia in two thematic areas: (1) promoting Access to Justice, Participation and Representation programme, and (2) supporting decentralization and local governance reform.

1. Access to Justice, Participation and Representation

After successfully holding national elections in 1999, 2004, and 2009 as well as series of local elections, Indonesia is currently in a period of consolidating the democratic progress. UNDP supports Indonesia’s democratic consolidation through the Access to Justice, Participation and Representation Programme, intend to increased public representation and participation in political and government institutions particularly among women and vulnerable groups and support justice providers and institutions to be more effective in protecting human rights for citizens to enjoy the improved access to justice.

Through the Access to Justice, Participation and Representation Programme, UNDP is working to further increase women’s participation and representation in politics and government, civic awareness among Indonesian citizens, support Government efforts to measure democratic progress and regression both at the national and local levels, the enhancement of interactive collaboration between the state and civil society organizations (CSOs) and improving the capacity of Indonesia’s media, strengthen access to justice (A2J) through the Legal Empowerment and Assistance for the Disadvantaged Project (LEAD), and facilitated the GoI’s formation of the National Strategy on Access to Justice (NSA2J).

2. Decentralization and Local Governance

Indonesia’s Government is in a period of rapid decentralization of political power from the central government to provincial and local authorities. As this process takes shape, UNDP is supporting Indonesia’s democratic and participatory development processes for the achievement of the MDGs through programmatic measures to ensure that development planning and budgeting are rightly targeted to address poverty-related issues. UNDP is further helping to increase the capacity of local governments and local parliaments as well as civil society to improve public service delivery. Support to policy and legislative frameworks is an essential component to this work.

The Project

While women have made great gains in Indonesia, there still exist numerous barriers to women’s participation in public life. UNDP Indonesia developed a project entitled “Women’s Participation and Representation in Governance in Indonesia (SWARGA)” has aimed to address the women’s problem in politics and bureaucracy through an analysis of the challenges and opportunities and a series of policy recommendations.

Under the Access to Justice, Participation and Representation Programme, the Strengthening Women’s Participation and Representation in Governance in Indonesia (SWARGA) builds on previous UNDP efforts to document and analyse the general situation of women’s participation in politics and government in Indonesia. The project, which will run from mid 2012 to 2015, is meant to achieve the following objectives:

1) Support the development of an informed and engaged civil society so that public perceptions about the role of women in democratic governance are more balanced;
2) Strengthen the institutional capacity and build networks of responsible parties to advocate for women’s rights and represent;
3) Contribute to bureaucracy reform efforts in support of female friendly career and gender focal point mechanisms through policy and technical support; and
4) Provide evidence and contribute to knowledge building on the issues affecting women’s participation in politics and government, and utilize best practices and lessons learned for improved policy and programming.

Under the overall guidance of Project Manager, the Admin and Finance Associate assumes managerial responsibility for administrative and financial procedures of SWARGA Project.

The Admin and Finance Associate will be responsible for regular reporting to the Project Manager. S/he must maintain close communication and coordination with UNDP Country Office and NPD over operational issues as well as strategic opportunities arising from the project implementation and also maintain close coordination with the rest project’s stakeholders.   

Deberes y responsabilidades

II. Functions / Key Results Expected

Summary of Key Functions: 

- Implementation of operational strategies
- Coordinate the effective and efficient functioning of the Project Management Unit (PMU SWARGA’s office)
- Coordinate financial, administrative, logistical services, and implementation of project/operations strategies 
- Coordination of budget administration and functioning of the optimal cost-recovery system.
- Coordinate the office maintenance and assets management
- Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of financial and administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the PMU financial and administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Coordinate the preparation of financial and administrative team results-oriented workplans.

2. Coordinate effective and efficient functioning of the PMU, focusing on achievement of the following results:
- Coordinating the arrangement of appointments and meetings, including compilation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
- Translation of simple correspondences, acting as an interpreter and/or taking minute, when required or needed.

3. Coordinate effective financial, administrative,  and logistical support, focusing on achievement of the following results:
- Coordination in the preparation of budget for the project activities, 
- Provision of information for audit.
- Organization of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent). 
- Preparation of all necessary documentation, implementation of follow-up actions.
- Performance of a Buyer role in Atlas and preparation of POs for travel activities.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. 
- Preparation of POs.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Administrative support to conferences, workshops, retreats.
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.  
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to project manager.

4. Coordinate the office maintenance and assets management, focusing on achievement of the following results:
- Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
- Tagging all furniture/equipment upon receipt from the supplier.  
- Update of non-expendable property inventory record and track movement of furniture piece.
- Entering records in the asset control database (system) ensuring inventory records are up to date and accurate.
- Maintain an up-to-date list of inventory of the project.
- Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.  
- Preparation of inventory reports as required.
- Support to the management on physical assets disposal/transfer; follow up on request and maintenance for disposal/transfer action. 

5. Support knowledge building and knowledge sharing in the PMU, focusing on achievement of the following results:
- Participation in the training for the operations/projects staff on administration.
- Sound contributions to knowledge networks and communities of practice.

III. Impact of Results

Project implementation must be in line with the objectives of the project and UNDP rules, regulations and procedures which are critical to ensure the achievement of SWARGA project outcomes. A client-oriented and efficient approach has impact on the image of UNDP Country Office.

Competencias

IV. Competencies and Critical Success Factors

Functional Competencies:    

Building Partnerships

Level 1.1: Maintaining information and databases
- Tracks and reports on mobilized resources

Promoting Organizational Learning And Knowledge Sharing

Level 1.1: Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
- Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures
- Understands the main processes and methods of work regarding to the position

- Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).

- 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

Level 1.1: Presentation of information on best practices in organizational change
- Documents ‘best practices’ in organizational change and development within and outside the UN system 
- Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems
- Uses information/databases/other management systems
- Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1:  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
- Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information
- Maintains databases

Core Competencies:

- 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

Habilidades y experiencia requeridas

V. Recruitment Qualifications

Education:

 Bachelor’s Degree or equivalent in Social Science, Political Science, Business Administration, Public Administration, Economics, or related field

Experience: 

1. Minimum 4 years of relevant experience at the national or international level in development areas, with project or programme management, preferably in the legal reform and governance sector.
2. Proven experience in providing management advisory services, hands-on experience in design, monitoring, evaluation, and reporting of development projects.
3. Understanding of current politics and economic situation in Indonesia is essential.
4. Demonstrated knowledge and experience in working on improving women’s participation and representation in governance in Indonesia is essential.
5. Demonstrated skills in strategic communication and good relations with the donors and government partners.
6. Familiarity of UNDP system, rules and procedures is not required but would be an advantage.
7. Experience in the usage of computers and office software packages and in handling of web-based management system.

Language Requirements:

 Fluency in written and spoken English with excellent English report-writing skills

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