UNDP Jobs - 5858- Consultant: Assistant for International Consultant

Consultant: Assistant for International Consultant for Parliamentary Recording and Documentation

Location :

Jakarta, INDONESIA

Type of Contract :

Individual Contract

Starting Date :

19-Aug-2008

Application Deadline :

07-Aug-08 (Midnight New York, USA)

Post Level :

Duration of Initial Contract :

19 August - 26 September 2008 (up to 30 working days: 10 days in August and 20 days in September)

Languages Required :

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 is implementing a Parliamentary Support Programme intended to facilitate reinvigoration and modernization of the House of People’s Representatives (DPR) to better meet the modern demands placed on democratic institutions. This support will concentrate primarily on increasing the effectiveness, transparency, and accountability of the Parliamentary Service to better serve the elected representatives. It will also provide a focused support to the parliamentary committees and factions. Finally the Project will directly support legislative, budgeting, oversight and representational roles through legislation capacity building programme, workshops, research and orientation programme.

It is worth noting that well-established and comprehensive management of documentation, committee proceedings and archiving is important to ensure that members are facilitated and public are able to access the House’s work progress. However, the DPR still has flaws in its documentation system, although facilities and equipments are in place. Therefore it is important to analyze the existing equipment and available resources, as well as a cost-benefit analysis. Further the project shall develop procedures and guidelines in managing recording, documentation and proceedings that are user friendly for members and accessible to public.

The project is seeking for an assistant (national) to assist an International Consultant in order to provide technical assistance to analyze current documentation system and organization of House’s proceedings and to develop Standard Operational Procedure for recording, documentation, archiving of the House’s work and guidelines for its accessibility.

Duties and Responsibilities

Summary of key functions:
Under direct supervision of International Consultant together with sector coordinator, the assistant would assume the responsibility to develop the study, SOP, and guidelines on organizing documentation, meetings proceedings and its accessibility to public. The assistant is a part of Project Management Unit (PMU) that shall work closely with PMU staff, parliamentarians, faction staff, experts and relevant bureaus in the secretariat general.

Duties and Responsibilities:

Assist the International Consultant in analyzing the process of proceedings, archives documentation and the documentation of it.
Assist the International Consultant in conducting the analyzing of facilities, equipments and resources utilized by the DPR
Assist the International in creating and developing the Standards Operational Procedures (SOP) Guidelines and ‘Committee Journals’.
Organize the in-house workshop with the leader and secretariat of Standing Committee I of the DPR and other experts.
Organize documentation and recording produced by the meeting between the consultant and other relevant stakeholders in comprehensive filling system

The Assistant for International consultant is expected to produce the following outputs:

Document of list of members, experts and other stakeholder to meet with the consultant (25%)
Collection of documents on current management for proceedings, archives and documentations needed by the consultant (25%)
Collection of supporting documents for development of Standing Operating Procedures (SOP) for recording, transcription, publishing, and archiving of committee proceedings and Guidelines for the timeframe of producing and accessibility of proceedings needed by the consultant (25%)
Meeting notes, meeting schedule and organized filing system resulted from meeting between the consultant and members, secretariat officials, and others (25%)

Payment shall be made on monthly basis upon the completion of following the following products:

Documents on current management for proceedings, archives and documentations needed by the consultant.
Document of list of members, experts and other stakeholder to meet with the consultant
Supporting documents for development of Standing Operating Procedures (SOP) for recording, transcription, publishing, and archiving of committee proceedings and guidelines for the timeframe of producing and accessibility of proceedings needed by the consultant
Meeting notes, meeting schedule and organized filing system resulted from meeting between the consultant and members, secretariat officials, and others

Impact of Results:
The key results of the post is to provide substantial, administrative and liaising assistance to the International Consultant for the Development of Standard Operational Procedures (SOP) on Effective Recording and Documentation System and Guidelines for publishing the House’s Work. The post will enhance the effectiveness of full support to the SOP drafting and ensure targeted outputs of the activities are achieved in a timely manner.

Competencies

Corporate Responsibility & Direction:

Serve and promote the vision, mission, values, and strategic goals of the UNDP
Displays cultural, gender, religious, racial, national and age sensitivity and adaptability
Support the implementation of action plans.

People Skills:

Strong knowledge in parliamentary issues or management of parliamentary work
Well-understanding regarding the parliamentary process and procedure
Motivated and responsive to the needs and interests of peers.

Managing for Results:

Plan and prioritize work activities to meet clear goals.
Can work under tight deadlines and independently.

Partnering & Networking:

Highly effective at networking and at securing information and expertise.
Seeks and applies knowledge, information, and best practices.

Innovation & Judgment:

Remains current on key issues, underlying problems, and how they relate.
Generates creative, practical approaches to overcome challenging situations.

Communication:

Highly developed inter-cultural communication and skills.
Able to communicate clearly and effectively through e-mail.
Excellent drafting skills.

Required Skills and Experience

Education:

Bachelor Degree in public administration, law, political science or related social science discipline.

Experience:

At least 5 years experience in the area of government and parliamentary issues.

Language Requirements:

Fluency in Indonesian and English