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. I. Organizational Context

I. Organisational Context

It has become clear in the work of various international agencies, non-governmental organizations, associations of municipal authorities, and among development aid organizations that there is a need for an assessment instrument to allow for an accurate and systematic evaluation of a country’s democracy. In particular, there is a need for a method of evaluating the quality, efficiency and meaningfulness of democratic institutions and practices by a variety of actors and analysts from within political systems and outside of them (such as the civil society, media, etc.).

Ideally, the Democracy Index will allow stakeholders to carry out their own assessments of democracy and to give them a framework for comparing experiences and sharing lessons learned. We are interested in a close and careful evaluation of democracy: popular control by the people of public decisions and decision-makers and political equality that requires equal respect and equal worth for all citizens.

The purposes of conducting the democracy assessment include the following:

• To provide a practical resource tool for government officials, administrators, partners (such as non-government organizations), and civic leaders as they conduct self-evaluation of democratic life;
• To identify the principal strengths and weaknesses of democratic life in a given setting and to identify ways to further consolidate strengths and rectify weaknesses;
• To stimulate further thinking on the ways to define and describe the best ways to structure and practice democracy; and
• To give outsiders, such as peer reviewers, a tool by which to conduct independent and impartial evaluations of democratic governance level in Indonesia

Pilot Indonesia Democracy Index (2007-2008)

Within that framework, Bappenas (The National Development Planning Agency), with support from UNDP, initiated the development of the Indonesian Democracy Index (IDI).

The IDI project supports a nationally owned process for assessing and monitoring democratic governance within all 33 provinces in Indonesia. It aims to provide an inclusive and consultative framework for the systematic assessment and monitoring of democratic governance goals and targets expressed in Indonesia’s national and regional development plans. It is meant to measure democratic progress and setbacks at the provincial level. Using three aspects of democracy (civil liberties, political rights and democratic institutions), the Index aspires to facilitate evidence-based political development planning by using a tool to measure the performance of democracy in the region. Through the Index the principal strengths and weaknesses of democratic life and ways to further consolidate strengths and to rectify weaknesses are to be identified.

The pilot IDI project started in 2007. It tried to measure the level of fulfilment of civil liberties and political rights, and the strength of democratic institutions and processes in Indonesia, based on nationally defined and agreed indicators within 33 provinces in Indonesia. This pilot project was supported by the Central Bureau of Statistics (BPS) and Regional Development Planning Agencies (Bappeda).

A team of experts developed the first version of the IDI methodology through a series of discussions in different regions to tap people‘s opinion and judgment useful to generate indicators. A selected partner conducted the actual data gathering and, based on 43 indicators and over 10 variables, analyzed the content of news papers and policy documents, held focus group discussions and conducted interviews to collect data in all 33 Indonesian provinces. Applying these findings and data to the methodology, the expert team developed the index and drafted a report.

In 2008 the IDI project successfully produced draft versions of the IDI methodology, the index and report. In addition, it developed a set of baseline findings and recommendations for improving the index over the next few years. These recommendations came out of an extensive review and consultation process with national and international stakeholders. The recommendations call for among others revision of the methodology used, improvement of indicator selection, and the need to integrate IDI results to provincial and national development planning cycles.

Improving IDI and Capacity Building (2009-2011)

The new expert team has conducted series of meetings to improve the indicators and methodology, in which Bappenas, BPS and MoHA have been intensively involved. In the revised project document, each of these government agencies has specific focus. BPS will concentrate on index construction while Bappenas will on its utilization. MoHA will play important roles in establishing and maintaining the function of provincial working groups.

Future of the index will be on the government hands. As part of hand-over strategy to ensure index sustainability, the project needs to improve the capacity of these agencies and maintain their willingness to involve. The 2009-2011 period will be marked with major activities such as establishment of provincial working groups in each province, data collection, and utilization of the index.

To support these activities, an administrative assistant needs to be attached to the project. Under the guidance and supervision of Project Manager, the administrative assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The administrative assistant promotes a client, quality and results-oriented approach.

The administrative clerk works in close collaboration with the other project personnel as well as to relevant stakeholders to exchange information and ensure consistent service delivery.

Duties and Responsibilities

II. Description of Responsibilities/Functions/Key Results Expected


Summary of Key Functions: 

• Implementation of operational strategies
• Support to effective and efficient functioning of the unit
• Support to administrative and logistical services
• Support to office maintenance and assets management

1.    Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UNDP rules, regulations, policies and strategies.
• Implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented work plans.

2.    Ensures effective and efficient functioning of the unit, focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Translation of simple correspondences, when needed.

3.    Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Preparation of POs for travel activities.
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents and preparation of POs.
• Arrangements of travel and hotel reservations including purchase of tickets, DSA calculation, PO preparation, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Ensuring timely submission of attendance records. Act as leave monitor.
• Administrative support to conferences, workshops, retreats.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
• 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.
• Extraction of data from various sources.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Provision of information for audit.

4.    Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports.
• Implementation of Inventory and physical verification control in the project.
• Maintenance of files and records relevant to office maintenance.

III. Impact of Results


The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UNDP as an effective contributor to the development of the country.

Competencies

III. 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:

Knowledge Management and Learning
?    Shares knowledge and experience
?    Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
 

Development and Operational Effectiveness
•    Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
•    Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
•     Ability to perform work of confidential nature and handle a large volume of work
•    Good knowledge of administrative rules and regulations
•    Strong IT skills, knowledge of Atlas
 

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
•    Remains calm, in control and good humored even under pressure

Required Skills and Experience

IV. Recruitment Qualifications

Education:

• Minimum Diploma 3 certification in administration field or related field or GS-4 level.

Experience:

• At least 3 years of professional experience in administration of program/project service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
• Experience in web-based management systems.
• Strong cultural sensitivity to work in multicultural, multiethnic environment.
• Able to work independently as well as in a team.
• Able to produce quality outputs under time pressure.
• Sound judgment as well as professionalism and maturity.
• Ability to organize work efficiently and deal with a heavy workload.

Language Requirements:   

• Proficient in English and Bahasa Indonesia language, spoken and written.

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.