Project Associate for TNC

59841 - Project Associate for TNC (for Indonesian Nationality only)

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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.” 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 the project and under the overall guidance of National Project Coordinator (NPC) and Working Group Coordinator in the PMU. Project Associate will supervise support staff of the Project Management Unit and will coordinate with various units to support the highly complex project on finance, procurement, HR, security, communication and project administration.

Duties and Responsibilities

DESCRIPTION OF RESPONSIBILITIES 1.    Support the project team to ensure effective project planning, budgeting and  implementation focusing on achievement of the following results Coordination of project planning and preparation, a large and highly complex component of the project initiatives; Analysis, researches, summary and presentation of  basic information/data on specific project and related topics; Preparation for project documents and submission to relevant parties for approval by relevant parties Implementation of  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 and analysis of project workplan and budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates   submissions of work proposal and budget estimation, ensuring requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.   Preparation of results oriented progress reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timely manner; Preparation of data for monitoring of projects; categorization, updating, tracking and analysing data related to projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews Identification of issues and initiates requisite follow-up actions Preparation of reports on budget revisions, expenditures and obligations, verification availability of funds; Preparation for financial authorizations for expenditures to be approved and documentation in prevailing budget system; Preparation of annual and quarterly work plans as well as project board meetings, audit, operational and financial closure of a medium size project. 3.    Provides administrative support to the Project Management Unit focusing on achievement of  the following  results: Provision of guidance to implementing partner and serves as focal point for coordination, monitoring and expedition of project   implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, Preparation of  standard terms of reference against project objectives, obtained necessary clearances, process and follow-up on administrative actions and provision of solutions to the issues related to project implementation, 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. As focal point for responding to the complex information requests and inquiries; review and establishment of filling management system; organization of meetings, workshops; monitoring of implementation of various routine administrative tasks. Preparation of draft correspondence on complex budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. Supervision of project support assistant, clerical level. 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; Establishment of filing management for internal databases; updated statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews; Finalization and publication of multiple languages report as a tool to communicate results, stakeholder knowledge and buy-in to the project, and resource mobilization for the project; In coordination with UNDP’s Communication unit and other relevant counterpart communications department drafts project summaries, coordinates with editor, translation services, etc; Preparation of draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares project’s contributions for a variety of periodic reports. 5.    Supports knowledge building and knowledge sharing focusing on achievement of the following results: Organization of trainings for the operations/ projects staff; Synthesis of lessons learned and best practices in project management support function and 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:      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 Provides background information to identify opportunities for project development and helps drafting proposals Building Strategic Partnerships Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives Maintains databases of donor information Tracks and reports on mobilized resources Innovation and Marketing New Approaches Implementing processes and uses products Documents and tracks innovative strategies/best practices/new approaches Responds positively to 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 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 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 Responds to client needs promptly Willingness to take Prince2 training and certification, RMG

Required Skills and Experience

Recruitment Qualifications Education:*   Bachelor/Diploma degree in in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences, Engineering or other relevant fields of study would be desirable, but it is not a requirement. Experience:*   Minimum 4 years of professional experience, preferably in the field of development, administration, finance and purchasing for candidates with Bachelor Degree and 6 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 strong familiarity with UNDP development projects in Indonesia. Knowledge of and experience in supporting administration, finance and purchasing of humanitarian project 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 Advance 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