Background

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. Organizational Context

Background

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.

Past UNDP supports to 1999 and 2004 elections have demonstrated the extent of confidence that UNDP has thus far enjoyed from the Government of Indonesia (GoI), National Electoral Commission (KPU), CSOs and donor agencies working on electoral issues. Through past experience, UNDP has secured a knowledge base that will prove useful for future electoral support activities.
Despite Indonesia’s success in managing elections in 1999 and 2004, the country still has electoral system and processes that are still evolving and the Government of Indonesia (GoI) has requested international assistance to help improve the quality, efficacy and accountability for the 2009 national elections as part of a wider national agenda to consolidate democracy. There is a widespread consensus that international assistance for the 2009 elections should help support long-term institution and capacity building rather than budgetary support. A continued international assistance to the process was warranted and, if well-designed and targeted, could provide considerable value added.

The electoral support project for Elections 2009 is currently being developed. It will focus on activities to enhance political participation and civic awareness of the electorate, provide technical assistance to the KPU and facilitate the Bappenas on its role as government’s focal point to deal with donor communities.
A designated Project Management Unit (PMU) on elections will be established to manage the implementation of the electoral support programme and activities, and in this context, UNDP wishes to recruit a Project Manager to lead the PMU. The Project Manager is responsible for the outputs of the Electoral Support project and s/he will also be expected to co-ordinate closely with the Indonesian National Project Directors/NPDs and other stakeholders. The project manager’s main management base will be in Jakarta, with frequent travels to some provinces and regions as necessary.
Organizational Context

• Under supervision of Governance Head of Unit, the Project Manager assumes managerial responsibility for the project implementation. S/he will be responsible for regular reporting to the National Project Director (NPD) and Programme staffs of UNDP while maintaining close communication over operational issues as well as strategic opportunities arising from the project implementation.
• Internally, the Project Manager leads the Project Management Unit (PMU) at the Implementing Agency. Externally, s/he represents the Implementing Agency and UNDP in the project implementation and management.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

1.  GoI and UNDP’s lead focal point for the day-to-day delivery of the electoral support project;
2. Activity and financial management of the Electoral Support Project;
3. Co-ordination of results with other partners and government implementation agencies

I.  Project Management

Planning

• In close co-operation with the CTA, organize joint planning meetings involving the Project,, UNDP and other relevant parties to develop an annual workplan and a corresponding budget plan with clearly stated milestones contributing to the achievement of target outputs defined in the Project Document (Pro-Doc) and get it approved by the, NPD and UNDP;
• In close co-operation with the CTA,develop quarterly work and expenditure plans based on the agreed annual work-plan;
• In close consultation with the CTA advise the NPD and UNDP for revisions to the work-plan and budget plan based on the operational and strategic considerations ;
• •Synchronize proposals of project beneficiaries with the project annual work plan and targets within the parameters of institution and capacity building,and provide advice on the appropriateness as well as timeliness of these proposals according to established targets and timeframes.

Implementation

• Prepare Terms of References (TORs) for required inputs (individual and institutional consultancy services, procurement of goods, organization of training, seminars, etc.), with expert technical support as required;
• Supervise the PMU staff and consultants and evaluate their performance in delivering individual outputs as described in their ToRs;
• Mobilise competent national and international experts that are needed by the beneficiaries of the projects, following the agenda and activities that are supported by the projects;
• Follow-up and ensure that required inputs are processed in a timely and transparent manner according to UNDP rules and regulations and mobilize competent national and international expertise as required.
• Confirm and attest to the timeliness of submission and the quality of goods and services procured for the project;
• Review project resource requirements and provide advice to the NPD on the need for budget adjustments and revision;
• Provide strategic inputs and advice to UNDP Governance Unit Head of Unit and Programme Manager with regard to the project implementation and on administrative matters that need immediate attention of GU Head of Unit and Programme Manager.

Monitoring and Evaluation

• Monitor project progress against annual and quarterly workplan and budget plans
• Monitor and evaluate activities implemented by partners
• Liaise with the Project and UNDP on the conduct of project evaluation and ensure access by the evaluators to project documentation, personnel and institutions involved in the project.

Project Closing and Audit

• Prepare project progress reports (quarterly and annual / financial and substantive) against set targets and indicators, with an analysis of evidence of progress towards planned outputs according to schedules, budgets, and inputs provided by the project.
• Prepare final project report, with an analysis of progress towards expected results as defined in the Project Document (Pro-Doc) and subsequent work plans and budgets. Together with UNDP, organize final project review meeting.
• Establish and maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements.
• Assist UNDP Programme Manager/Officer in closing projects operationally and financially in accordance of rules and regulations of UNDP and in close coordination with implementing agencies.
• Liaise with UNDP on the conduct of project audit and ensure access by auditors to project documentation, personnel and institutions involved in the project.  Ensure that audit recommendations are complied with.

Donor Relations

• Play an active role in donor relations and resource mobilization liaising closely with UNDP Governance Unit as a joint effort with the Government of Indonesia and other relevant stakeholders;
• Update and develop reports to the donors on progress and result of implementation of activities and funding status;
• Liaise and co-ordinate with donors, NGOs, other government departments operating complementary activities and innovations and feedback to Project.

II. Technical Assistance

Knowledge Management and Sharing

• Ensure that relevant project outputs, best practices and lessons learned are disseminated, complying with the quality requirements of the implementing agency, UNDP and other donors;
• Identify relevant databases and facilitate access by project partners to relevant, state of the art information;
• Work with the Programme Manager of Deepening Democracy in developing and implementing info and external communication strategy for information dissemination, complying with the quality requirement of the implementing agency, UNDP and other donors.
• Represent the NPD and the national implementing agency as required in networks and events that are relevant to project(s) under his/her responsibility.

Networking and Coordination

• Identify and establish relations with national and international networks that could provide technical and advisory support to efficient and effective project implementation
• Assist the NPD and the national implementing agency in organizing coordination meetings with project partners, donors, UNDP, etc. as required.

III. Impact of Results

The presence of a Project Manager aims to provide clear management and implementation of project’s strategies, targets and deliverable options on ways for UNDP to move ahead and work with a range of partners in relation to UNDP’s electoral supports and link them to the needs of the KPU, Indonesian government institutions and donors.

Competencies

IV. Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Project Management

• •Considerable project management experience a must, preferably of electoral projects.
• managerial competency with experience in result based management and results oriented approach to project implementation.
• Has good knowledge and experience in finance, administration, procurement and human resource management.
• Communications and Networking
• Has good oral communication skills and conflict resolution competency to manage inter-group dynamics and mediate conflicting interests of varied actors.
• Has good written communication skills, with analytic capacity and ability to synthesize project outputs and relevant findings for the preparation of quality project reports.
• Has demonstrated solid knowledge and relevant experience in working on electoral, voters education and other related areas.
• Maturity and confidence in dealing with senior and high ranking members of national institutions, government and non-government
• Demonstrated analytical skills

Knowledge Management and Learning

• Shares knowledge and experience and ability to develop lesson learned and best practices 

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Good team player, self starter, has ability to work under minimum supervision and maintain good relationships

Required Skills and Experience

V. Recruitment Qualifications

Education:

• Advanced post-graduate degree, in political or social sciences, international relations, international law, public administration or related fields

Experience:   

• Masters degree with minimum 5 years experiences preferably in a developing country environment, in the areas of electoral reform, political development and democracy; 
• Directly relevant professional experience preferably in electoral development and support;
• Considerable project management experience is a must, preferably of electoral projects.
• Managerial competency with experience in result based management and results oriented approach to project implementation
• Experience in preparation of project reports, especially in UNDP formats;
• Strong understanding of and experience in programming and capability to translate needs into project document;
• Experience in working and collaborating with governments,  civil society organizations, and public international organizations;
• Experience in working in the Indonesian context, an in-depth knowledge and understanding of electoral issues and political dynamics in Indonesia; Understanding of Government systems and procedure is a plus;
• Familiarity with UNDP NEX project implementation, UNDP project document and results and resource framework, and relevant UNDP policies and procedures; Understanding of UNDP systems and procedure is an advantage
• Qualified women candidates are encouraged to apply

Language Requirements:   

• Fluency in English and Bahasa Indonesia with excellent verbal and drafting skills is a must
  

ALL 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.