UNDP Job Vacancy: Project Assistant for TNC, Jakarta

Project Assistant for TNC (for Indonesian Nationality only)

Location :    Jakarta – Project based, INDONESIA
Application Deadline :    16-Sep-15
Type of Contract :    Service Contract
Post Level :    SC-5
Languages Required : English  
Duration of Initial Contract :    Initially 6 (six) months with possible extension 

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.”

Indonesia signed the Climate Change Convention (UNFCCC, United Nations Framework Convention on Climate Change) in Rio in 1992, which was then ratified in 1994 through Law no. 6/1994. Under this framework, Indonesia, which is a non-Annex 1 country, is committed to fully implementing the convention. Under one of the requirements of the convention, Indonesia has to report its activities aimed at addressing the climate change to the UNFCCC through the National Communication on Climate Change.

The National Communication contains information on national circumstances, GHG inventory and projection, mitigation action plan (including related cost, expected funding and relevant policies), vulnerability and adaptation assessment (including action plan for adaptation, related costs, expected funding and relevant policies), institutional arrangement, and plan for improvement of future national communication.

This Enabling Activity project will assist Indonesia to prepare the 1st Biennial Update Report (BUR) and Third National Communication (TNC) to the UNFCCC. The objective is to cover the annual GHG Inventory for 2000-2012 for the BUR and 2000-2012 for the TNC, focusing on sectors/ gases that have significant shares of greenhouse gas (GHG) emissions and/or present a large degree of data uncertainty. The progress on the implementation of national mitigation actions and their effect on emission reduction will also be reported. Regional climate models and downscaled global models will be developed to reduce the uncertainties in vulnerability and adaptation assessments for different sectors. Indonesia’s description of national circumstances will be updated as well. Finally, the project will continue to build institutional capacity for implementing the Convention and to undertake activities related to climate change education and awareness.

This position is located primarily in project management unit under overall guidance of a National Project Coordinator and Project Associate 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

DESCRIPTION OF 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-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

    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.

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 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 and support to the implementation of resource mobilization focusing on the following results

    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.

 


Competencies

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:    

Advocacy/Advancing A Policy-Oriented Agenda
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
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

Recruitment Qualifications

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, administration, finance or purchasing for candidates with Bachelor Degree and 5 years for candidates with Diploma Degree.  Some experiences in climate change mitigation and adaptation would be advantage. Familiarity with UNFCCC national communication requirements, a plus.

Language Requirements:

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

Other Requirements:

    Demonstrated strong familiarity with UNDP development projects in Indonesia.
    Knowledge of and experience in supporting administration of climate change projects will be highly desirable.
    Strong knowledge and solid experience in coordination of project management support are essential as well as ability to draft high quality correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc
    Good inter-personal and team building 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 highly desirable.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION .  Click here to download


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. Female candidates are strongly 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