PROJECT ASISSTANT

Please apply online through the following link:
http://jobs.undp.org/cj_view_job.cfm?cur_job_id=37176


37176 - PROJECT ASISSTANT (FOR INDONESIAN NATIONALITY ONLY)
Location : Jakarta, INDONESIA
Application Deadline : 07-May-13
Additional Category Crisis Prevention and Recovery
Type of Contract : Service Contract
Post Level : SC-5
Languages Required :
English
Expected Duration of Assignment : min 6 months for initial contract


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 Safer Communities through Disaster Risk Reduction in Development
(SC-DRR) had been implemented since 2007 intended to support the
government Indonesia in enhancing the disaster management reform
agenda specifically decentralized and inclusive partnership on
disaster risk reduction initiatives. Results and changes has been
notable in establishing the enabling framework and planning
instruments at sub-national level, improving and enhancing
institutional capacities of DM agencies and multi-stakeholder fora and
better prepared communities. Phase II of the Safer Communities through
Disaster Risk Reduction in Develop¬ment (SC-DRR) Project will scale up
initiatives delivered by Phase I of the Project (2007-mid 2012).  Its
main goal is to make disaster risk reduction a normal part of the
development process, one that is embedded in core functions of the
central and local government and its public and private partners.
Particular emphasis is placed on
local communities, where the most direct actions can be taken to
reduce people’s vulnerability to the adverse impacts of disasters.
he project aims to achieve three main outputs:  (a) National and local
governments enabling policy and regulatory framework for disaster risk
reduction (DRR) in target areas are designed and implemented; (b)
Disaster management (DM) agencies in target areas are effectively
functioning and utilize risk assessment for DRR initiatives in
partnership with multi-stakeholder DRR fora; and (c) DRR principles
and techniques to minimize disaster risk are adopted and applied by
communities. The National Agency for Disaster Management (Badan
Nasional Penganggulangan Bencana – BNPB) is the Implementing Partner
of this
project. Strategic partnerships will be maintained and strengthened
with other relevant GOI ministries and agencies, as well as with
public and private partners at international, national and local
levels
SC-DRR Phase II is implemented utilizing a national implementation
modality in which the government counterpart is responsible for the
management of the project implementation. BNPB serves as the
Implementing Partner (IP) while Bappenas and Ministry of Home Affairs
serve as Responsible Parties. A Project Implementation Unit (PMU) is
set up in BNPB, in which the Director of Disaster Risk Reduction of
BNPB serve as the National Project Director (NPD) supported by the
National Project Manager (NPM).
The Project Assistant provides support in execution of services in the
Project Management Unit (PIMU) in the areas of financial and
administrative management, procurement, and human resource management,
under the guidance and direct supervision of the NPM. The Project
Assistant will work closely with the UNDP programme team of CPRU in
regards to resolving administrative/financial programme-related issues
and information delivery, as well as, with the government partners (in
particular BNPB and the responsible parties) to ensure the smooth
implementation of the SC-DRR Phase II project.

Duties and 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. Provide 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, 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.
5. Support 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
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:
Level 1.1: Support the preparation of information for advocacy
• Identifies relevant information for advocacy for a variety of audiences
Results-Based Programme Development and Management
Level 1.1: Contribute to results through provision of information
• Provides information and documentation on specific stages of
projects/programme implementation
Building Strategic Partnerships
Level 1.1: Maintain information and databases
• Analyzes general information and selects materials in support of
partnership building initiatives
Innovation and Marketing New Approaches
Level 1.1: Implement processes and uses products
• Documents and tracks innovative strategies/best practices/new approaches

Resource Mobilization (Field Duty Stations)
Level 1.1: Provide 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
Level 1.1: Basic research and analysis
• Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: 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
Level 1.1: Research and analysis
• Identifies relevant information for advocacy for UNDP’s goals for a
variety of audiences
Client Orientation
Level 1.1:  Maintain 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
Willingness to take Prince2 training and certification, RMG

Required Skills and Experience
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 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: • Demonstrate familiarity with UNDP development
projects in Indonesia.
• Knowledge of and experience in supporting administration of National
Implementing Execution project 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
• 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.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR
APPLICATION . Click
http://jobs.undp.org/cj_view_job.cfm?cur_job_id=37176 to down load the
form P-11
Female candidates are encouraged to applyUNDP 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.