Background

“UNDP is the UN's global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in about 170 countries and territories, including Indonesia, working to eradicate poverty while protecting the planet. UNDP supports implementation of the Sustainable Development Goals (SDGs). In Indonesia, UNDP works with the Government to integrate SDGs into national plan and policies.”
 
The development challenge targeted by the present project involves the need for Indonesia to define, plan for and create a better balance between the development and management of major estate crops such as rubber, coffee, and oil palm, and the need for improved forest protection. The project thus focuses on creating more effective land allocations and management of forest areas with high biodiversity and ecosystem services in the context of potential estate crop development in Kalimantan and particularly in the Heart of Borneo (HoB) area. Competing priorities between the country’s targeted increase in palm oil production and associated growth and employment targets for the sector need to be reconciled with commitments at both national and international levels to reducing rates of deforestation, forest fires and associated GHG emissions and biodiversity loss.

The project strategy and theory of change is based on carrying out a clear process of identifying priority locations and testing approaches where enhanced forest area planning, management and associated use of incentives can be used to generate national and global incremental benefits without harming the potential for economic growth and development of the relevant Kalimantan provinces associated with increased production of estate crops. In addition to providing extensive benefits to Kalimantan including the HoB area, the national-level policies and tools to be developed by the project will also be of significant potential value to other areas of Indonesia facing similar development challenges. The strategy is focused on developing and implementing various approaches to enhancing protection of forested areas in the Non-Forest Land and in the convertible forest, both of which are subject to potential conversion (administratively and/or physically) to estate crops despite their remaining forest cover.

This position is located primarily in project management unit under overall guidance National Project Manager 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 and  implementation focusing on achievement of the following results:

  • Compiles, summarizes, and presents basic information/data on specific project and related topics or issues.
  • Reviews project documents 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

  • 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;
  • To provide administrative support for preparation of results oriented progress reports.

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.
  • Effective implementation  of operations policies for gender sensitive approach at the project level


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

  • Support in updating 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:

  • Support in updating 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.
  •  Participation in the trainings for the operations/ projects staff.
  • Contributions to knowledge networks and communities of practice.
  • Effective contribution to  learning and knowledge sharing in gender analysis and gender mainstreaming

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
  • Acting as a team player and facilitating team work, including working in teams and empowering project staff to create an enabling gender equality environment on non-hierarchical bases

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

  • Promotes knowledge management on gender equality issues
  • Ability to consider that men and women are effected differently from different interventions and needs to be approached differently

Required Skills and Experience

Education:   

Diploma (3 years) in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences or other relevant fields of study

Experience:

Minimum 5 years of relevant professional experience, preferably in the field of development

Language Requirements:    

Ability to write and speak English is required;

Other Requirements:    

  • Demonstrated familiarity with UNDP development projects in Indonesia is an advantage
  • Knowledge of and experience in supporting administration of international cooperation 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/P11system

 

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 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

 

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