UNDP Jobs - 23975- Project Administration Clerk (Post No: 23975) (For

Project Administration Clerk (Post No: 23975) (For Indonesian nationality only)

Location :

Jakarta, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

26-Jun-11 (Midnight New York, USA)

Post Level :

SC-4

Duration of Initial Contract :

6 months (July to December 2011)

Languages Required :

English

Expected Duration of Assignment :

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. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

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),
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 Project Administration Clerk will be responsible in compiling the administrative documentation on the on-going pilot projects as well as the submitted project proposal of the PREP-ICCTF. He/she will be responsible for checking and compiling administrative documentation of the on-going pilot projects of energy, forestry and peatland and resilience and adaptation of PREP-ICCTF.

Under the guidance and direct supervision of the Head of Secretariat and National Project Manager of PREP-ICCTF, he/she will coordinate formal correspondence of ICCTF governance to internal and external stakeholders, as well as to compile the administrative documentation of the submitted project proposals in the project selection process.

Whenever required, he/she will be asked to provide technical inputs to ICCTF Secretariat related to environment issues and climate change.

The Project Administration Clerk promotes a collaborative, client-oriented approach consistent with Government of Indonesia and UNDP rules and regulations, works in close collaboration with the CO Management Support and Business Development Programme and Operations teams, programme staff in other UN Agencies, UNDP HQs staff

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

Administration of pilot projects implementation
Effective management of ICCTF Secretariat operation
Facilitation of ICCTF project selection

1. Ensures the administration of pilot projects implementation, focusing on achievement of the following results:

Check and compile administrative documentation including correspondence of the preparation and implementation of the on-going pilot projects in energy, forestry and peatland, and resilience and adaptation windows.
Support effective liaison with executing agencies of the on-going pilot project.
Coordinate formal correspondence among ICCTF, Bappenas and executing agencies of the on-going pilot project.

2. Ensures effective management of ICCTF Secretariat, focusing on achievement of the following results:

Provide technical inputs related to environment issues and climate change to ICCTF Secretariat.
Coordinate formal correspondence of ICCTF Secretariat to related external stakeholders.
Provide supports required for the operations of ICCTF Secretariat.
Drafting/revision of Terms of Reference (TOR) for specific project/thematic/sectoral evaluation missions and/or desk evaluations/reviews, participation in consultant and evaluation team selection, technical feedback on evaluations and budget oversight.
Inputs on the Log Frame Analysis, monitoring and evaluation method to the development of project pipeline and development of project proposals to be funded by ICCTF.
Follow up on implementation of evaluation recommendations.

3. Supports facilitation of knowledge building and knowledge sharing in the area of monitoring and evaluation to the ICCTF Secretariat and ICCTF beneficiaries, focusing on achievement of the following results:

Support to the ICCTF Secretariat to facilitate the transition of relevant financial, monitoring and evaluation activities from PREP-ICCTF to the fully nationally managed ICCTF.
Planning and organization of training and capacity building for operations/projects staff and project proponents on monitoring and evaluation.
Identification and synthesis of lessons learnt and best practices in monitoring and evaluation
Participation and representation of ICCTF Secretariat in meetings, workshop, and trainings relevant to monitoring and evaluation activities of PREP-ICCTF and PREP-ICCTF funded projects.

III. Impact of Results

The key results have an impact on the overall PREP-ICCTF and PREP-ICCTF funded project efficiency in implementation of operational strategies. 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.

Competencies

IV. Competencies and Critical Success Factors

Functional Competencies:

Results-Based Programme Development and Management

Knowledge and understanding of evaluation and development evaluation 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
Researches linkages across programme activities to identify critical points of integration
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
Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
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

Required Skills and Experience

V. Recruitment Qualifications

Education:

Diploma3 degree or equivalent from a reputable university in environment, environmental engineering, management, business administration, economy, or any closely related field.

Experience:

For Diploma 3 degree with minimum four years of relevant experience in the fields of environment, development, and project management.
Hands-on experience in liasing and working with government institution in project implementation coordination. 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.

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