Project Assistant

United Nations Development Programme, Jakarta, Indonesia

Skill Required:, Finance and Accounts
Preferred Experience: 
3 Years
Closing Date for Applications: 
12th May, 2019


Job Description

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.”

On 20 September 2011, Indonesia, as one of the 8 founding governments formally launched the Open Government Partnership (OGP), endorsed the Open Government Declaration, and announced its national action plan. Following the launch of OGP, President Yudhoyono established an online G2C system (LAPOR) that supports the national public service compliant management system (SP4N) under the coordination of the President’s Delivery Unit for Development Monitoring and Oversight (UKP4) in 2012.

LAPOR is an online citizen complaints management system, and was designed to increase public participation in the supervision of programs and government performance as well as the provision of public services. LAPOR is an integrated online system that is easily accessible through various online platforms including

  • text messaging 1708 (based on Indonesia’s Independence day on 17 August),
  • mobile application (LAPOR!) on Android and Blackberry – IOS still under development,
  • Facebook (facebook.com/LayananPengaduanOnlineRakyat),
  • Twitter (@LAPOR1708 or #LAPOR),
  • YouTube (@LAPOR1708), and
  • Instagram (@LAPOR1708).

Through these online platforms, citizens can submit their petitions and complaints to uncover issues internally or in-service provision in highlighting existing challenges. KemenPAN is the responsible agency for the management of daily operations and administration of LAPOR. Up until March 2017, LAPOR had attracted more than 560,000 users and continues to receive, on average, 800 daily reports through the platform. To this end, LAPOR has become the forerunner of national integrated complaints management systems.

Currently, under President Joko Widodo (Jokowi), LAPOR is still a cornerstone for complaints handling with KemenPAN, KSP, and ORI as the national partners of the system. In 2016, LAPOR was defined as the National Public Service Complaints Management System (SP4N: Sistem Pengelolaan Pengaduan Pelayanan Publik Nasional) based on KemenPAN No.3/2015 which led to the Presidential Regulation No.76/2013 on the management of public complaints within public services. Together, KemenPAN, ORI, and KSP manage LAPOR after the signing of Joint Memorandum of Understanding in March 2016 on the utilization of LAPOR as SP4N.

The United Nations Development Programme (UNDP) in Indonesia is initiating a new programme with the Korean International Cooperation Agency (KOICA) to support the Government of Indonesia in strengthening the capacity of government to handle civil petitions that can improve public service provision over time. In doing so, UNDP and KOICA will establish a tripartite collaboration with the Ministry of Administrative and Bureaucratic Reforms (Kemenpan) to develop a comprehensive and integrated national strategy on the public service complaint management system. This joint collaboration is also intended to capacitate respective agencies responsible for the management and operation of LAPOR.

Under the overall guidance and supervision of National Project Manager for SP4-LAPOR, to support the project on a day-to-day basis to cover functions of general office, finance and general project administration including security; including to cover clerical financial aspects and administration functions and support to such as book keeping, procurement, HR, general office and general project administration. 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

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;

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.

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

  • Serves as focal point for administrative, HR, 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, authorization of payments, disbursement of funds, 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.
  • Effective implementation of operations policies for gender sensitive approach at the project level

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.

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.
  • Effective contribution to learning and knowledge sharing in gender analysis and gender mainstreaming

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

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, including working in teams and empowering project staff to create an enabling gender equality environment on non-hierarchical bases.
  • Facilitating and encouraging open communication in the team, communicating effectively including communication skills to exchange information, and key ideas in a manner that engages the audience and helps others to understand and retain messages about gender equality and parity
  • Creating synergies through self-control
  • Managing conflict , including conflict resolving skills to manage gender barriers and gender blind behaviors within the project and with partners
  • 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:

• Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management: Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships: Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches: Documents and tracks innovative strategies/best practices/new approaches

Resource Mobilization

  • 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

  • Researches best practices and poses new, more effective ways of doing things
  • Promotes knowledge management on gender equality issues

Job Knowledge/Technical Expertise

  • 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
  • Theoretical and/or practical knowledge of gender equality and women’s empowerment in development programming

Global Leadership and Advocacy for UNDP’s Goals: Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation

  • 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
  • Ability to consider that men and women are effected differently from different interventions and needs to be approached differently.

Required Skills and Experience

  • Education:  Bachelor degree in Accounting, Finance, 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 finance and administration related 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
  • Knowledge of and experience in supporting administration related projects will be highly desirable.
  • 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.

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.

Source:https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=23202&hrs_jo_pst_seq=1&hrs_site_id=2


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