Event Administrator

Reports to: Project Associate - Support to BMKG

Duty Station: Jakarta

Expected Places of Travel (if applicable): Provinces in Indonesia

Duration of Assignment: Mid of August 2011 to Mid of October 2011 / 2 months

BACKGROUND

UNDP (APRC) Asia Pacific Regional Centre; previously UNDP RCB (Regional Centre in Bangkok) has been assisting UNDP Indonesia as well as other Indonesian Government Institutions in complementing projects and programs related to development issues. UNDP APRC has been collaborated closely with Indonesian Meteorology, Climatology, and Geophysics Agency in developing work plan, providing capacity building, and supporting substances which are related to Disaster Risk Reduction framework in Indonesia level as well as regional level, namely: earthquake and tsunami issues, SOP development, coordination in end-to-end early warning system, etc.

Indonesia is one of the members of Indian Ocean countries and Indonesia is regarded as highly prone to disasters especially tsunami. Whenever a tsunami hits Indonesia coastlines, it is considered a threat to other Indian Ocean countries. It has been recognized at 26 December 2004 where the impact from 2004 tsunami had travelled and damaged some Asian and African countries at the timeframe of maximum 17 hours. Consequently, there is an urgent need to develop synchronized standard operating procedures for national as well as regional level to significantly reduce the impact from any tsunami.

UNDP APRC has been collaborated closely with several Indian Ocean countries under the framework of Intergovernmental Coordination Group for the Indian Ocean Tsunami Warning and Mitigation System (ICG/IOTWS). Numerous international, regional, and national events have been organized by UNDP APRC as well as UNDP Indonesia to assist Government of Indonesia in the development of improved Indonesia Tsunami Early Warning System (InaTEWS). Furthermore, UNDP APRC as well as UNDP Indonesia had successfully assisted the first Indian Ocean Tsunami Wave Exercise 2009 (IOWave09) in Aceh, Indonesia.

There will be 2 major activities under the support from UNDP APRC and they are as follows:

Regional SOP Training

· The timeframe for this activity is 5 working days

· Estimated location: Jakarta, Indonesia

· Estimated date: TBA

· Estimated participants may come from Malaysia, Bangladesh, Srilanka, Pakistan, India, Oman, Maldives, Thailand, and Indonesia

· 3 participants are expected from each country. 1 must come from its Tsunami Warning Centre (TWC) institution and 1 must come from its Disaster Management Office (DMO) and every participant is required to be justified from its respective countries

Tsunami Risk Assessment Guideline Development follow up activities

· Several meetings among steering committees

· Several FGDs and small workshops in 2 locations namely Simeulue, Aceh; and Majene, West Sulawesi

· One hired consultant will oversee the tryouts in both locations for 2 weeks each

· The tryouts at Simeulue will be assisted by DRR – A; however, the one at Majene will be managed directly from UNDP Indonesia

· After the tryouts, there will be one national workshop which will invite several experts and resource person to provide final inputs to the proposed guideline

· After the guideline is final, it is required to be translated to English

OBJECTIVES OF ASSIGNMENT

Under direct supervision from Programme Assistant Support to BMKG, the Event Administrator is responsible in preparatory work for secretarial, logistical, financial and administrative matters regarding UNDP – BMKG establishment and areas such as finance, administration, and procurement with respect to both the operations of the secretariat and implementation of project activities, responsible for effective delivery of financial services, transparent and accountable use of financial resources; and management of the UNDP APRC as well as other funds under the scope of the projects. The Event Administrator works closely with the Operation and Finance sections of UNDP APRC as well as UNDP Indonesia, finance/admin staff in the projects and other key stakeholders.

SCOPE OF WORK

Preparatory work for secretarial, logistical, financial and administrative supports which are required by UNDP APRC, UNDP Indonesia

Assist the Programme Assistant Support to BMKG in:

§ Developing terms of reference, cost estimation, procurement and logistic related to project activities which are required in the program;

§ Supporting financial and administration issues related to conferences, workshops, trainings, meetings, etc namely: attendance lists, remuneration and reimbursement, DSA and lumpsump calculation, ticketing and boarding pass, invoice, quotation, POs, requisition, vendor profile form, etc;

§ Maintaining regular coordination with key stakeholders especially UNDP APRC, UNDP Indonesia, BMKG, BNPB, LIPI, resource persons, consultants, vendors, etc;

§ Ensuring all mechanisms and procedures are comply with UNDP common practices;

§ Preparing financial reports subsequent to the event;

§ Collecting all the receipts, documentations, attendance lists, boarding pass, meeting notes, etc prior and after each events;

§ Collaborating closely with other organizing committees in the same project activities

Managing day to day financial implementation and reporting;

Coordinating with project staffs to cover financial management and reporting; audit and financial monitoring and evaluation needs for project;

Organizing joint planning meetings involving Implementing Agency, UNDP, SCDRR, BMKG, BNPB and other relevant parties to develop work plan and a corresponding budget plan;

Developing quarterly reports and plan that includes expenditure plans based on the agreed annual work plan together with the Project Assistant.

Obtaining, reviewing, recording, and submitting financial reports correctly and in timely manner;

Ensuring that project advance requests are processed effectively upon satisfactory submission of financial report from the previous quarter;

Cooperating with the Project Staff in the evaluation of project financial performance in delivering individual outputs in relation to the requested advance and budget of activities;

Establishing and maintaining a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements;

Liaising with the Finance and Procurement Divisions of any ATLAS, financial and procurement matters faced by the projects to seek solution;

Ensuring the conduct of project audit and ensure access by auditors to project documentation, personnel and institutions involved, and ensure that audit recommendations are complied reported to UNDP and Government Partners;

Establishing administrative systems and procedures consistent with UNDP’s national execution mode, in the form of a Manual, for the guidance of project staff, consultants and subcontractors;

Maintaining an active file of all personnel, consultants and subcontractors under the project;

Preparing and consolidating the travel plan, and procurement plan for the project;

Supervising the procurement requirements of the project, in accordance either with UNDP and Government guidelines;

Maintaining an updated inventory of all supplies and equipment and prepare guidelines for the proper use and maintenance of office equipment and properties;

Making arrangements for the logistical requirements in training, workshops, and other project activities.

REQUIREMENTS

1. Demonstrated experience in development projects and project management;

2. Experienced in the providing capacity assessment and capacity development;

3. Familiarize with the UNDP’s Capacity Assessment and Capacity Development Framework;

4. Experience in working with government agencies (central and local), CSOs and international organization;

5. Knowledge of disaster management issues, particularly disaster risk reduction, is desirable;

6. Excellent communication and writing skills;

7. Strong interpersonal skills;

8. Highly developed analytical skills.

Please apply online through the following link:

http://www.undp.or.id/procurement