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 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.
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Duties and Responsibilities
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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.
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Competencies
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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
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Required Skills and Experience
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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 the form : http://bit.ly/P11SC
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 |
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