UNDP Jobs - 24121- Project Assistant R2C3 Project (Post Code: 24121)

Project Assistant R2C3 Project (Post Code: 24121) (For Indonesian nationality only)

Location :

Jakarta, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

01-Jul-11 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

6 months

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

I. Organizational Context

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 and 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.

The project “Technical Support to Rehabilitation and Reconstruction Completion and Continuation Coordination” (TS-R2C3) is a transformation of the “Technical Assistance to BRR” (TA to BRR) designed to support the GOI through Bappenas in coordination of continuing reconstruction activities post BRR closure in April 2009, that has been extended to June 2012. This project is an extension of the previous Phase I and II of TA to BRR Project 2008 – 2009. Phase I focussed on supporting BRR’s technical capacity requirements during its institutional evolution, while Phase II supported the agency’s requirements for technical capacity during its final year of operation to conclude its mandate effetively and accountably. During Phase III, TS-R2C3 will supplement the technical and operational capacity of BAPPENAS to fulfil its mandate of coordinating national and international resources, planning and monitoring the rehabilitation and reconstruction activities in Aceh and Nias. The scope of change from the previous TA to BRR to TS to R2C3 is “Enhanced coordination, monitoring and evaluation on the implementation of the Aceh Nias Reconstruction Continuation Action Plan 2010 – 2012 (Renaksi Kesinambungan Rekonstruksi Aceh Nias 2010-2012)”. The proposed activities will contribute to the accomplishment of the BAPPENAS’s overall objective as outlined in the Action Plan, which is the provision of effective coordination and monitoring of the transition from the reconstruction phase to Sustainable Development Programmes in Aceh and Nias. Simultaneously, the support provided will ensure development of capacities BAPPENAS, Bappeda Aceh, Bappeda North Sumatera to coordinate, monitor and evaluate the implementation of the Action Plan by these agencies as well as other related institutions. The expected deliverables of of TS to R2C3 2010 – 2012 include:

Availability of support to BAPPENAS to coordinate planning, monitoring and annual evaluation of the 2010-2012 Action Plan;
Availability of support to Bappeda Aceh and Bappeda North Sumatra to coordinate planning, monitoring and their respective action plans 2010 -2012;
Availability of support for strengthening GoI and donor coordination;
Availability of support for strengthening and integrating post reconstruction information systems into the normal development context.
Availability of support to the PMU RRI at the Ministry of Public Works to coordinate foreign assistance for public infrastructure reconstruction.

Since the project was transferred to Bappenas in the mid year of 2009, the TS to R2C3 will support:

Bappenas’s coordination role and transparency in decision making, to strengthen participation of local government, donors, CBOs, NGOs, the private sector, and other stakeholders in planning, implementing and monitoring of reconstruction activities;
Bappenas’s coordination role to provide guidance on development acceleration planning and to ensure an efficient transition from rehabilitation and reconstruction phase towards a DRR-guided longer-term development framework, engaging local government, CBOs, NGOs, the private sector, donors and other stakeholders in the process.

The TS-R2C3 immediate development objective is to “strengthen the capacity of GOI national and local government agencies to manage and implement gender sensitive, pre and post-disaster recovery planning processes and practices based on disaster risk reduction principles”. The TS -R2C3 project will be implemented in the period of 2010-2012 by the National Development Planning Agency (Bappenas) and will engage a strategic partnership with GOI agencies at the national, provincial and district levels with support from UNDP.

Bappenas, with the support from UNDP, has established a project management unit (PMU) to coordinate and oversee the implementation of the TS-R2C3 project. The PMU comprises of essential personnel to manage the project implementation such as the national project manager, project officers, project assistants, and support personnel. While most of the posts have been filled, the project requires a project assistant to strengthen its overall performance, with a set of key functions and responsibilities spelled out below.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

Support to the implementation of the project
Administrative support to the R2C3 Programme
Support to knowledge building and knowledge sharing

1. Supports to the implementation of the project:

Provide assistance to the NPM and Bappenas Supervisor on preparation, collection, and presentation of project work plans, and budgets approval for implementation arrangements.
Provide assistance to the NPM and Bappenas Supervisor on compiling information from and conducting basic analysis of Consultant Monthly Report, Minutes of Meetings, Field Monitoring Reports and other activities report.
Those informations should be written in UNDP format for Quarterly Project Report and Quarterly Monitoring Report using English language.
Support in preparation of documents for project payments and administrative closure of the project.
Support to preparation of information for audit.
Assist the NPM and Bappenas Supervisor to prepare and/or review the draft of TORs, LOAs, Minutes of Meeting, and other documents to facilitate the project implementation.

2. Administrative support to the implementation of the project:

Assist the NPM and Bappenas Supervisor in coordination and conducting project events (arrangement of logistics for metings, workshops, seminars, training and conferences, takes minutes and/or write note to file of those events).
In the absence of Admin Assistant, assist the NPM and Bappenas Supervisor in the recruitment process (assist in preparing the desk review, assist in completion of recruitment documents, follow up the process as neccesssary).
Assist the NPM and Bappenas Supervisor in procurement process (assist in preparing the completion of supporting documents for procurement process).
Any other relevant duties as assigned by supervisor.

3. Support knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the trainings for the operations/ projects staff.
Contributions to knowledge networks and communities of practice.
Collect best practices and lessons learned of the implementation of the projects

4. Ensures facilitation collaboration with project partners focusing on achievement of the following results:

Facilitate the coordination and collaboration between UNDP and other relevant government agencies on activities related to the project.
Help maintain productive working relationships with Governments, Non-Governmental Institutions and other project partners;

III. Impact of Results

Successful implementation of project activities and timely delivery of project administrative and financial support and backstopping. Proper facilitation in maintaining collaboration with project partners. Accurate and timely analysis, data collection and presentation of information to ensure proper project implementation.

Competencies

IV. Competencies and Critical Success Factors

Functional Competencies:

Level 1.1: Support the preparation of information for advocacy

Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management

Level 1.1: Contributing to results through provision of information

Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches

Level 1.1: Implementing processes and uses products

Documents and tracks innovative strategies/best practices/new approaches

Resource Mobilization (Field Duty Stations)

Level 1.1: Providing information for resource mobilization strategies

Maintains information/databases on potential and actual donors
Maintains database of project files
Provides data and information needed for preparation of project documents

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

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 basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Demonstrates good knowledge of information technology and applies it in work assignments

Global Leadership and Advocacy for UNDP’s Goals

Level 1.1: Research and analysis

Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

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
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly

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. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making

Prince2 training and certification, RMG

Required Skills and Experience

V. Recruitment Qualifications

Education:

Minimum university degree in Management, Public Administration, Social Science, English Literature, or other relevant field;

Experience:

Minimum 3 (three) years professional experience in project administration, and/or translation, and transcription. Knowledge of project finance would be advantage. Previous experience in development assistance or related work for donor organization, governmental institutions, CSO/NGO is a very strong advantage. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

High written and verbal communication skills in English and Indonesia are mandatory.

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

STS No: S11060100 - ATLAS: 00062958