Background
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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 perspectives and local
insights 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 work in four key areas of
development: Democratic Governance, Poverty Reduction and MDGs/SDGs,
Conflict Prevention and Recovery, and Environment Management, with the
overarching aim of promoting human development in Indonesia.
UNDP has been working on democratic governance and poverty reduction
issues in Indonesia for many years, and has contributed significantly to
the reduction of poverty by strengthening good governance practices
through provision of policy advice and technical assistance, and by
promoting and brokering dialogue and engaging in knowledge networking.
In the cluster of decentralization and local governance, UNDP has been
involved in providing support to the agenda of bureaucratic reform and
decentralization, ensuring the practice of good governance and the
division of role and task between national and sub-national level
government. In the cluster Poverty Reduction and MDG, UNDP has been
involved in strengthening the National MDG Secretariat in implementing
the MDG Roadmap, and currently implementing a “People Centered Development Programme”
in Papua to reduce poverty through livelihood activities designed
specifically for the Orang Asli Papua (OAP). Within the MDG project,
UNDP is also facilitating technical and management assistance to the
Global Fund – Country Coordination Mechanism to ensure the timeliness of
new proposal submission and the good performance of Principle
Recipients. At present, in response to the upcoming SDG, UNDP has been
providing support to BAPPPENAS in piloting the governance goal (G.16) of
the SDG. And with the BPJS Kesehatan dan Kartu Indonesia Sehat, UNDP is
looking at the needs to develop a health governance initiative.
Future PRU programme may include, among others, projects on health
governance, bureaucratic reform, and local economic development. The
Project Operations Team under the leadership of the Project Operations
Manager will serve the above current and future projects.
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Duties and Responsibilities
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1. Ensuring strategic direction and the superior and swift delivery of
services of the project office operations aligned with and the
prevailing corporate Operations policy:
- Ensures full compliance of operations with the corporate prevailing
rules, regulations and policies, implementation of corporate operational
strategies, establishment of targets and monitoring achievement of
results;
- Successfully manages project operational support by provision of
advice on strategies, policies and plans affecting project’s operations
based on efficient business principles;
- Under the close guidance of the Head of Operations at the Country
Office, responsible for projects’ office business processes mapping and
establishment of internal Standard Operating Procedures (SOPs) in
Finance, Human Resources Management, Procurement, Logistical and ICT
services;
Sets and monitors targets for operational efficiency and ensures the
constant monitoring and analysis of the operating environment, quick
readjustment of the operations in the project office, organization of
the operations staff trainings, synthesis of lesson learnt/best
practices, and sound contributions to knowledge networks and communities
of practice. Proper allocation of resources as well as the day-to-day
management based on identified priorities.
2. Ensuring effective financial management at the project as required by
UNDP and donors, in close collaboration with the Country Office’s Head
of Finance :
- Proper planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations
- Contributes to annual and quarterly work plans of the projects and
support Project Managers organize project board meetings to obtain their
approval;
- Performs as approving manager Level 2 (as delegated) in ATLAS for financial transactions approvals (vouchers, Purchase Orders);
- Proper management of business processes, accounting for project
expenditures, consistently and uniformly classified, recorded on a
timely basis and received with sufficient supporting documentation;
- Organization and oversight of project office cash management
processes including liquidity management, risk assessment, timely
accounting and reconciliation of all transactions, security for cash
assets on site;
- Routinely monitors financial exception reports for unusual
activities, transactions, and investigates anomalies or unusual
transactions. Inform Programme Manager of the results of the
investigation when satisfactory answers not obtained;
- Ensures the financial integrity of the project offices through
appropriate controls and reporting structures, manages projects audit
exercise, follow up on necessary training and orientation;
All financial transactions are identified, recorded and verified in compliance with the corporate policies and procedures.
3. Ensuring effective Human Resources Management and Procurement system
(including contract management) are in place and implemented, in close
collaboration with the Country Office’s Head of Human Resources and Head
of Procurement.
- Project offices compliance with corporate human resources policies and strategies;
- Ensures optimal staffing of the projects;
- Monitor staff leaves and other relevant human resources issues;
- Oversights of recruitment processes in accordance with the
prevailing rules and regulations, appropriate use of different
contractual modalities, contract management in coordination with HR unit
of UNDP Office. Ensures maintenance of the proper performance
management for project personnel;
- Reviews training needs for project office personnel, develop a
training plan and makes recommendations to Programme Manager for its
implementation taking into consideration resources available;
- Project offices compliance with corporate rules and regulations in
the field and management of the project office procurement strategies,
including sourcing strategy, supplier selection and evaluation, quality
management, customer relationship management, e-procurement promotion
and introduction, performance measurement;
- Management of the project offices’ contract strategy including
tendering processes and evaluation, managing the contract and
contractors, legal implications. Oversight of procurement processes and
logistical services in accordance with prevailing rules and regulations.
- Performs as approving manager level 2 (as delegated) in ATLAS for purchase orders;
- Manages the provision of support services, including travel and
logistics, visas and office premises for the project office in
coordination with UNDP office;
Management of project assets ensuring full compliance with IPSAS in the
accounting for procurement, utilization and disposal of the project
assets4. Ensuring forward looking information and communication
management and supervision of ICT team focusing on achievement of the
following results and in close collaboration with the Country Office’s
Head of IT:
- Maintains a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries;
- Use ATLAS functionality for improved business results and improved client services;
- Promotion of different systems and applications for optimal content
management, knowledge sharing, information provision and learning
including e-registry, web-based office management system, etc;
- Identifies office technology needs and oversee maintenance of equipment, software and systems;
- Ensures safe working conditions through adherence to UNDP security management and focusing on the following results:
- Work closely with Country Office UNDP and UNDSS to ensure safety and
security of project staff and premises, in particular, supports the
implementation of UNDP MOSS compliance
Administers the staff security arrangements and provisions
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Competencies
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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
- Strong leadership and managerial skill with track records of management roles in a team of multi-diversity background;
- 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, including Ability
to transfer knowledge and motivate people and to build relationships
with colleagues, partners, beneficiaries, government authorities, donor
organizations and other stakeholders.
- Informed and transparent decision making
UNDP certification program Prince 2, Procurement, HR, Accounting and Finance
Promoting Organizational Learning and Knowledge Sharing
Level 1.2: Basic research and analysis
- Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
- Documents and analyses innovative strategies and new approaches
Job Knowledge/Technical Expertise
Level 1.2: Fundamental knowledge of own discipline
- Strong aptitude on public administration and management of development project in the public sector;
- Understands and applies fundamental concepts and principles of a
professional discipline or technical specialty relating to the position
- Possesses basic knowledge of organizational policies and procedures
relating to the position and applies them consistently in work tasks
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
- Demonstrates in-depth understanding and knowledge of the current
guidelines and project management tools and utilizes these regularly in
work assignments
Client Orientation
Level 1.2: Establishing effective client relationships
- Maturity and confidence in dealing with senior and high ranking
members of national and local institutions, government and
non-government.
- Researches potential solutions to internal and external client needs
and reports back in a timely, succinct and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Anticipates client needs and addresses them promptly
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Required Skills and Experience
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Education:*
Business Administration, Public Administration, Finance and Economics or related field
Experience:*
- Proven experience in budget management is a must.
- 3 years for Master or 7 years for Bachelor of relevant experience at
the national or international level in providing management advisory
services; managing staff; running successfully operational systems; and
establishing inter-relationships among international organization and
national governments.
- Sound knowledge and experience of accrual accounting, IPSAS or IFRS is highly desirable.
- Sound knowledge and experience in working in governance/local economic development/health sector is an advantage
Language Requirements:
- Fluency in written and spoken English and Bahasa Indonesia is required
- Demonstrated strong familiarity with development projects and UNDP programmes in Indonesia.
- Excellent inter-personal and team building skills.
- Full time availability for project management duties is essential.
- Familiar with Government and UNDP procedures is highly desirable.
Up-to-date computer skills required.
APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11
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
ATLAS Position No.
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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.
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