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.”

HIV/AIDS, tuberculosis, and malaria (ATM) are considered to be disease threats that cross borders and have the potential to affect whole populations.  The possibility for these threats to spread is further elevated by the rapid pace of urbanization and population movement within and across countries in Asia and beyond. Given this era of globalization, national commitments as well as international support to fight ATM have become increasingly pressing and essential. 

In this regard, Indonesia is a significant contributor to the global burden of disease for ATM. In fact, according to the World Health Organization (WHO), Indonesia along with four other countries (i.e., India, Myanmar, Nepal and Thailand) account for 99% of the HIV burden in the South-East Asia region.  Similarly, Indonesia (10%), China (10%), and India (23%) also reported the highest number of TB cases worldwide.  With regards to malaria, Indonesia, Myanmar, and India contribute approximately 97% of all cases in the Asia region.  

Due to Indonesia’s ATM disease burden in the region as well as its potential threats to the wider global community, international donors have provided assistance to try to combat the continued spread of such diseases. Indeed, international donor support has played an essential role in minimizing the spread and debilitating effects of these diseases. In particular, the Global Fund has provided significant amounts of financial support to Indonesia, with the most recent pledge of USD 240 million granted to Indonesia (2018-2020). 

Due to the Global Fund’s management limitations, additional support from development partners is still required, particularly during the Global Fund grant development process. Previous experience of this process shows that complicated and time-consuming challenges are frequent and the Country Coordinating Mechanism (CCM) and its technical working group (TWG) members who work on a voluntary basis are not sufficient to resolve these issues. Aside from that, ensuring timely procurement and supply chain management (PSCM) for ATM drugs and health equipment has been challenging for grant implementation and for principle recipients (PRs). Coordinated efforts among development partners were important to advocate and provide support, when necessary, in addressing program implementation issues. In this regard, UNDP, through the previous Joint Technical and Management Support (JTMS GFATM) project supported by the Australian Department of Foreign Affairs and Trade (DFAT), led the effort among development partners, Principal Recipients (PRs), and other government agencies to pinpoint bottlenecks and initiate discussions with relevant stakeholders to identify possible solutions. 

While much progress has been made through the JTMS GFATM project, continued efforts to improve the Global Fund program implementation during the 2015-2017 New Funding Model (NFM) grant period are still necessary, especially because future contributions from the Global Fund will depend on Indonesia’s ability to absorb funds and implement current programs. Moreover, effective coordination among development partners and other relevant stakeholders is crucial in order to address financial gaps and identify sustainable solutions to program implementation challenges. 

It is within this context that the Management and Technical Cooperation for AIDS, Tuberculosis, and Malaria Program Implementation in Indonesia (MTC-ATM) will work with the CCM in Indonesia, PRs, and Sub-Recipients (SRs), and Development Partners in order to ensure the successful achievement of programmatic, financial, and management indicators for the ATM and Health Systems Strengthening (HSS) programs funded by the Global Fund. 

Under the overall guidance and supervision of Project Manager for MTC ATM, the Project report to Project Manager for MTC ATM to support the project on a day-to-day basis to cover administration functions and technical support for AIDS, Tuberculosis, Malaria, dan Health System Strengthening program under MTC ATM project. Responsible for effective, efficient, and support to timely execution of administrative services. The Project Assistant promotes a client-oriented approach consistent with UNDP rules and regulations. He/she analyzes and interprets the financial and administration rules and regulations.

Duties and Responsibilities

Functions / Key Results Expected

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-size 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;

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

• Work closely with DGPRU Operations Manager on preparation of budget revisions, support to the preparation of annual and quarterly work plans as well as project 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.

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

• Serves as focal point for administrative, HR, Procurement, involving extensive liaison with a diverse organizational units 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.

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.

IV. Impact of Results 

The key results have an impact on the overall MTC ATM project success in quality and timely delivery, efficiency in financial resources management and success in implementation of operational strategies. Accurate, thoroughly researched and documented financial information, timely and appropriate delivery of services ensure client satisfaction and enhance UNDP credibility in use of financial resources.

Competencies

Competencies and Critical Success Factors

Functional Competencies:  

1. Building Partnerships 

• Maintaining a network of contacts
• Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
• Basic research and analysis
• 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

2. Job Knowledge/Technical Expertise

Fundamental knowledge of own discipline

• Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position.
• Ability to formulate and manage budgets; manage contributions and investments; manage transactions; and conduct financial analysis, reporting and cost-recovery.
• Possesses knowledge of organizational policies and procedures 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
• Demonstrates good knowledge of information technology and applies it in work assignments

3. Promoting Organizational Change and Development

Basic research and analysis

• Researches and documents ‘best practices’ in organizational change and development within and outside the UN system 

4. Design and Implementation of Management Systems

Research and analysis and making recommendations on management systems

• Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design

5. Client Orientation

Establishing effective client relationships

• 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
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Anticipates client needs and addresses them promptly

6. Promoting Accountability and Results-Based Management

Basic monitoring

• Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

• 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

Required Skills and Experience

Education:

• Bachelor degree in Public Health and Social Sciences or other relevant fields of study would be desirable

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
• Demonstrated familiarity with UNDP development projects in Indonesia.
• Knowledge of and experience in supporting administration and finance projects 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.

Language Requirements:

• Fluency in the UN working language and the national language of the duty station.