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.”

The Indonesia Peat Restoration Agency (Badan Restorasi Gambut – BRG) Indonesia Peat Restoration Agency (Badan Restorasi Gambut – BRG) was established in January 2016 in response to the catastrophic forest fire and haze disaster that stroked Indonesia in 2015, causing economic loss of more than USD $ 15 billion (MoEF, 2015; CIFOR, 2015 and the World Bank, 2016).  The agency, that was established through the Presidential Regulation No 1 of 2016, is mandated to coordinate and facilitate peat restoration of 2.6 million hectares in 7 provinces: Riau, Jambi, South Sumatra, West Kalimantan, Central Kalimantan, South Kalimantan and Papua.

In order to prepare BRG to be institutionally ready to undertake its mandate, it requested support from international donors. The Kingdom of Norway has provided assistance to BRG that was implemented by the United Nations Development Programme (UNDP). It then established the BRG Support Facility project.

Under this project, UNDP assisted and facilitated BRG with administration, procurement, financial and monitoring support to make it institutionally ready for facilitating and coordinating peat restoration efforts, harmonize national policy on peat protection and management through acceleration of the revision of Government Regulation No. 71 Year 2014, and develop models for peat restoration at peat hidrologycal unit (KHG).

After one year of these support, BRG has achieved significant progress as follows:

• BRG has been institutionally ready as a government institution, having it equipped with adequate staff, expert team, working unit, office space and equipment,  developed peat indicative map and strategic planning that served as the basis for the agency to coordinate and facilitate peat restoration efforts;
• BRG has accelerated the revision of the Government Regulation No 71 Year 2014 on Peat Protection and Management into the new Regulation No 57 Year 2016 which marked significant chance in the approach of peat restoration efforts: emphasizing inclusive approach of peat restoration including the government, private sectors and the community, and incorporating efforts to address the root causes or driving factors of peatland damage that expected to emerge with a proper peat restoration solution;
• And finally BRG has been developing models for peat restoration implementation that includes  all restoration activities (rewetting, re-vegetation and revitalization of community livelihood) in KHG of Pulau Padang, Riau Province.

The above achievement gave immediate impact to BRG in leveraging the state budget (APBN) as its main financing source. In the last quarter of 2016, BRG was granted an IDR 24 Billion (USD 1.8 Milion) in state funding. In 2017, the state funding for BRG was increased in a massive scale amounting to IDR 865 Billion (USD 64 Million).

The Kingdom of Norway continues supporting BRG to strenghten BRG institution through Office Support and Capacity Building Project (OSCB) managed by the UNDP. The OSCB project will provide short-term administrative, logistical, and capacity building support, aiming at BRG institutional capacity is in full position to coordinate and facilitate peat restoration and protection in the first year priority provinces and move forward to other priority provinces.

UNDP will implement OSCB project for 12 months and prepare smooth transition to BRG. It is expected that by the end of March 2018, BRG will be in full capacity to carry over the activities under this project through a Project Management Unit or Government Mechanism. The capacity development of BRG will be achieved through the fulfilment of these indicators: BRG has recruited all essential staff personnel through state budget financing, number of agreements (MoU, community sub-projects, etc.) that are signed, and number of technical staff hired and number of guidelines prepared and adopted.

To helps achieve those indicators, the project continues hiring the expert team to continue providing necessary inputs and advises to BRG as there will be more work to be undertaken and more challenges to be faced in the upcoming years. A Technical Assistant is needed to provide necessary administrative and logistical support for the expert team.

Scope of Work

This position is located in BRG Office. Under overall guidance of BRG Secretary and the Head of Expert Team and supervise by UNDP Finance Officer of BRG Support Facilities, to support the project on a day-to-day basis to cover administration functions such as general office and general project administration.

The Assistant provides project support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery.

Duties and Responsibilities

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

• Compiles, summarizes, and presents basic information/data on specific project and related topics or issues;
• Standard terms of reference against project objectives, obtained necessary clearances, process and follow-up on administrative actions and provision of solutions to the issues related to project implementation, 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;
• Preparation of draft correspondence on complex budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc;
• 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

• Preparation of draft correspondence on ?complex budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheet;
• Establishment of filing management for internal databases; updated statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews.
• in coordination with UNDP’s Communication unit and other relevant counterpart communications department drafts project summaries, coordinates with editor, translation services. ?

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

• Support the focal point for administrative, HR, Procurement, Security and office coordination of project implementation activities to  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 simple 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.

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

• Preparation of draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares project’s contributions for a variety of periodic reports ?
• 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.
• Contributions to knowledge networks and communities of practice.

6. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that 

• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Competencies

OPERATIONAL EFFECTIVENESS

• Ability to perform a variety of repetitive and routine tasks and duties related to programme support
• Ability to review data, identify and adjust discrepancies
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
• Ability to organize and complete multiple tasks by establishing priorities

MANAGING  DATA 

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
• Interprets data, draws conclusions and/or identifies patterns which support the work of others

 MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS

• Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
• Shows sound grasp of grammar, spelling and structure in the required language
• Ensures correspondence, reports and documents comply with established UN standards
• Ability to produce accurate and well documented records conforming to the required standard

PLANNING, ORGANIZING AND MULTI-TASKING

• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
• Promotes knowledge management on gender equality issues

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

• Diploma degree (3years) in English Literature, Public Administration, Economics, Political Sciences, Social Sciences or other relevant fields of study 

Experience:

• Minimum 3 years of relevant professional experience, preferably in the field of development 

Language Requirements:

• Ability to written and spoken English is required

Other Requirements:

• Has working Experience in Peatland sector
• Has experiences to deal with Government and development sector
• Demonstrated familiarity with UNDP development projects in Indonesia is an advantage
• Experience in creating multi-languages report (describe in CV/P11)
• Master in operating the basic Micosoft Word, Microsoft Power Point
• Has a good knowledge in English literature
• Has experiences in doing administrative actions in developing projectsKnowledge of and experience in supporting administration of environment projects will be highly desirable.

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