Background

“UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations.”

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.”

Strengthening the rule of law and the justice system is central to the consolidation of democracy and stability in Indonesia. While the country has made strides over the last two decades, its justice sector remains in need of further reforms. UNDP has implemented several projects that are specifically aimed to support the Government of Indonesia in strengthening the capacity to consolidate the justice sector, such as the Strengthening Access to Justice in Indonesia (SAJI) project and the Support for Justice Sector Reform in Indonesia (SUSTAIN) project. 

The SAJI project seeks to improve the access and the delivery of justice especially to the poor, women and diffable groups of the communities, while the SUSTAIN project is aimed to enhance public trust in the judicial system through support to the Government of Indonesia in strengthening the rule of law.  The specific objective of the SUSTAIN project is to increase the transparency, integrity, and accountability of the judiciary and the quality of justice services delivered to the people. 

Despite some notable achievements in the area of access to justice and rule of law, the need of further reforms remains, particularly in terms of restorative justice system. Although the Government of Indonesia has declared the establishment of an integrated juvenile justice system as one of the national priorities in the National Medium Term Development Plan 2015-2019, some challenges remain such as: the number of juvenile crime perpetrators has increased in the last five years (2011-2016), the juvenile detention and rehabilitation facilities remain largely insufficient, the restorative justice approach is not properly implemented in the juvenile justice system, and the implementation of Law No.11/2012 on Juvenile Criminal Justice System Act (JCJSA) still needs major improvements, particularly on the restorative justice.

Responding to the those challenges, UNDP Indonesia in partnership with the Danish Embassy in Indonesia will implement a project called “Improving Restorative Justice through Integration” or the IRJI project. the project’s overarching goal is to contribute to increase capacity, coordination, coherence, effectiveness, and efficiency of the restorative justice system in Indonesia. The project will aim at laying a solid foundation for further interventions in the area of juvenile justice system in Indonesia, working on two components: Advocacy/ Policy Engagement and Capacity Strengthening through Piloting.

In view of the upcoming project implementation, UNDP is recruiting a Project Assistant, who will work as part of the Project Management Unit or in a large project report to Operation Team DGPRU and under the overall guidance of the National Project Manager for IRJI, the Project Assistant to support the project on a day-to-day basis to cover administration functions such as procurement, HR, general office and general project administration.

Duties and Responsibilities

1. Support the project team to ensure effective project planning, budgeting and implementation focusing on achievement of the following results:

• Assists in the coordination of project planning and preparation work for, typically, a medium-sized and complex component of the project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval.
• Compiles, summarizes and presents basic information/data on specific project and related topics or issues.
• Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Implement project standard operating procedures in line with the government and UNDP’s regulations; Effective support to National project manager in implementation of goal and gender action plan.Effective support to the team in the implementation of goal and gender action plan.

2. Support to the effective reporting on progress of project implementation 

• Preparation of budget revisions, support to the preparation of annual and quarterly work plans as well as project board meetings, audit, operational and financial closure of a project.
• Support to the preparation of quarterly project reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timely manner; 
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management
• To provide administrative support for preparation of high quality and results oriented progress reports.
• To provide effective administrative support in implementation  of gender equality accountability framework and Gender equality Results Based management: performance management review, ATLAS initiative, reporting, etc

3.   Provides administrative support to the Project Management Unit focusing on achievement of the following results:

• Serves as focal point for administrative, HR, Procurement, Security and office coordination of project implementation activities, involving extensive liaison with a diverse organizational unit to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance, etc.
• Provision of general office assistance such as response to complex information requests and inquiries; reviews, logs and routes incoming correspondence; establishment of filling system and maintenance files/records; organization of meetings, workshops; routine administrative tasks, including maintaining attendance records, assessing telephone billing, etc.
• Drafts correspondence on budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• To make sure setting up of gender marker in budgeting system and recording budget allocation related with gender mainstreaming activities appropriately Support to the implementation of procurement and human resources policies for gender sensitive approach as per prevailing guideline 

4. Support strategic partnerships, communication, and support to the implementation of resource mobilization 

• Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project; 
• In coordination with UNDP’s Communication unit and other relevant counterpart communications department, support documentation of the project activities as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project.

 5.Supports knowledge building and knowledge sharing focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff. 
• Synthesis of lessons learned and best practices in project support management function.
• Contributions to knowledge networks and communities of practice.
• Supporting organizational learning and knowledge sharing in gender analysis and gender mainstreaming

Competencies

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

Functional Competencies:  

Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management

Contributing to results through provision of information

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

Building Strategic Partnerships 

Maintaining information and databases

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

Innovation and Marketing New Approaches

Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches

Resource Mobilization (Field Duty Stations)

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

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

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

Research and analysis

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

Client Orientation

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

Required Skills and Experience

Education:*

• Bachelor degree in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences or other relevant fields of study would be desirable, but it is not a requirement.

Experience:*

• Minimum 3 years of professional experience, preferably in the field of development for candidates with Bachelor Degree and 5 years for candidates with Diploma Degree

Language Requirements:

• Fluency in written and spoken English is an absolute necessity;
• Fluency in written and spoken Bahasa Indonesia is required.

Other Requirements:

• Demonstrated familiarity with UNDP development projects in Indonesia is an advantage.
• Knowledge of and experience in supporting administration of projects funded by government will be highly desirable.
• Strong knowledge and experience in project management support are essential as well as ability to draft correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc
• Good inter-personal skills.
• Full-time availability for project management support duties is essential.
• Familiar with Government and UN/UNDP procedures would be desirable 
• Up-to-date computer skills required, knowledge of spreadsheet and database packages
• Experience in handling of web based management systems would be preferable.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION. Click here to download the form http://bit.ly/P11SC

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 in the strictest confidence.

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.

Position Number In ATLAS: 00122837

Job Opening ID in ATLAS : 11453