UCLG ASPAC I Calling Application - Project Administration IUC Support Desk

Position                               : Project Administrator

Status                                   : Project-based staff

Duration                              : January-November 2018

Supervisor                          : Project Manager/Support Desk Coordinator

Background
United Cities and Local Governments Asia Pacific (UCLG ASPAC) is the biggest regional section of the United Cities and Local Governments (UCLG) in which its Secretariat is based in Jakarta, Indonesia and hosted by the Provincial Government of Jakarta. UCLG is a worldwide association of local governments and the officially recognized voice of local governments by the United Nations. UCLG ASPAC has linkages to more than 7,000 local governments. It represents well over 3.76 billion people - more than half of the world population - and incorporates economically fast developing countries such as China, India, and Indonesia.

UCLG ASPAC is the key knowledge management hub on local government issues in the Asia-Pacific region. It promotes democratic local government, supports cooperation between cities, local governments and their associations, and facilitates programmes, network and partnerships to develop the capacity of local governments and the associations. Moreover, UCLG ASPAC represents local governments politically within the international community, and with the United Nations and its agencies. It also promotes inclusive societies which safeguard equality, social and economic justice, and sustainable community development. UCLG ASPAC is engaged in all relevant thematic fields for nurturing sustainable development comprising poverty alleviation, climate change, disaster resiliency, culture, strategic planning, decentralization, local finance, gender equality, women leadership and empowerment as well as good governance.

UCLG ASPAC with its consortium partners is currently engaging in one of current EU projects - International Urban Cooperation Programme (IUC): Sustainable and Innovative Cities and Regions – Regional Action Asia. The IUC programme is funded by the EU's Partnership Instrument which supports the realisation of EU policy objectives in areas including climate change and the external projection of the EU's growth strategy "Europe 2020."  The global IUC programme seeks to establish cooperation in the areas of sustainable urbanisation, climate change through sustainable energy on a mutual benefit-basis with existing and new key EU partners. The project covers the EU and China, Hong Kong, Indonesia, Malaysia, Singapore, the Republic of Korea and Vietnam, while UCLG ASPAC will primarily focus on the following target countries: Indonesia, Malaysia, Hong Kong, Singapore, the Republic of Korea and Vietnam.  If deemed necessary, other countries are agreeable to be the focus.

To serve and support the IUC project in the mentioned focused countries and to further facilitate cooperation between local stakeholders in Europe and Asia, UCLG APSAC plans to establish a HelpDesk or SupportDesk Team to support the project.

Purpose of Role/Position

Administrative and logistical support position in short Project Administrator is one of the key functions of the IUC Asia SupportDesk, which is intended to support the EU IUC Asia project by providing administrative and logistical support to cities and local governments in needs. The SupportDesk will also ensure the project’s sustainability to take place and facilitate the establishment of bi- and multilateral cooperation.

The SupportDesk will be accessible via dedicated website and a dedicated email and other common virtual communication (a.o. Skype, Whatsapp, Chat/Messenger). The SupportDesk constitutes “platform nature” of the project. The SupportDesk will be the mechanism through which the project can daily and directly interact with cities and regions, as well as other stakeholders interested in the project. It will to a large extent be the external face of the project and the first contact point of cities and regions. The SupportDesk will rely on a multilingual knowledge platform (English and Indonesia) based on most appropriate IC technologies and on a physical secretariat.

The IUC Asia SupportDesk Project Administrator will be hired for 11 (eleven) months  and a possibility for a 1 (one)  year extension. She/he will be placed at UCLG ASPAC Secretariat Office in Jakarta. The Project Administrator is responsible for administering the IUC Asia SupportDesk within UCLG ASPAC and providing day-to-day assistance and support to the activities of the IUC Asia SupportDesk. She/he shall report to Project Manager/SupportDesk Coordinator and take day-to-day direction from the Project Manager/SupportDesk Coordinator and/ or Secretary General.

Objectives and goals:

1.       To provide proactive, accurate, timely and high quality of logistical and administrative work to the project and to ensure proper filing of all assigned documentation both in hard and soft copy;

2.       To provide comprehensive secretarial and administrative support to the IUC Asia SupportDesk;

3.       To provide effective and efficient working performance to support the IUC Asia SupportDesk;

4.       To provide assistance in maintaining the communication with the donor agency and be responsible to producing and maintaining the database of relevant parties connecting to the projects;

5.       To provide assistance in ensuring that the flow of information runs smoothly during the duration of the projects.

Scope of Works/Key Duties

Under this scope of work, the Project Administrator will carry out the following key activities:

1.       Be responsible for  the day-to-day  administration and providing secretarial duties,  including (but not limited to) translation of communication between city pairs, signatories, regions and/or stakeholders expressing interest to join the cooperation;

2.       Be responsible in responding concerns and queries raised by cities and local governments and other stakeholders in Asia and Europe with timely manner;

3.       Providing contents and updates for project’s web portal which information, materials and news derived from KEs and NKEs and ensuring project’s knowledge, methodology/tools and database available on project’s web portal;

4.       Managing and organising data and information provided by Regional Implementation Team (RIT);

5.       Facilitating communication and dialogue between RIT and representatives of municipalities, cities, regions and organisations in Asia and Europe;

6.       Providing guidance throughout the application/adhesion procedures for pairing/partnership and joining Global Covenant of Mayors for Climate & Energy (GCoM);

7.       Assisting in putting Covenant signatory data to the Covenant of Mayors database managed out of Brussels.  The Covenant of Mayors (CoM) Brussels office operates a database for signatories and an on-line administrative tool;

8.       Monitoring Local Action Plan (LAP) and Climate Action Plan (CAP) submission;

9.       Exploring and facilitating potential bilateral/multilateral partnerships through matchmaking mechanism;

10.   Performs other administrative tasks consistent with the overall scope for this post as directed by the Project Manager/SupportDesk Coordinator and/or Secretary General.

à The HelpDesk is to draw on the knowledge of the municipalities’ specific needs and profiles that result from the exchange of information and the database.

Special requirements of the assignment:

• Minimum bachelor degree in Web Development and Management/Administration/ Communication/International Relations/Urban Development or other relevant disciplines (relevant experience may substitute the relevant degree).

·         Having experience in administering website is highly desired.

·         Bilingual and have experience in translating document from English into Indonesian and vice versa.

·         Minimum 3 (three)  years’ work experience in similar position in an NGO and/or an International Organization working with local governments, multi-donor agencies, and/or development partners.

·         Demonstrated ability to do budgeting and financial and administering reporting.

·         Experience in working in an international environment, respecting different cultures and nationalities.

·         Advanced communication, interpersonal and influencing skills.

·         Advanced computer skills, particularly MS office.

·         Have an interest in environment and sustainable development.

·         Honest, trustworthy and demonstrate sound work ethics

Deliverables:

1.       Project monthly reports and Interim report.

2.       Online and translated project’s documents.

3.       Updated project web’s contents and news.

4.       Timely feedback and response.

5.       Effective and smooth communication with RIT and representatives of municipalities, cities, regions and organisations in Asia and Europe.

6.       Number of Asian signatory cities and local governments joining GCoM is increased.

7.       Increased interest from GCoM third party stakeholders on pairing and Global Covenant initiative.

8.       Adapted Methodology and Tools resulted by the project available online.

Supporting team

The post will be supervised by the Project Manager/SupportDesk Coordinator and supported by Technical Expert and Finance Liaison.

How to apply

Please email your CV and Cover Letter to finance@uclg-aspac.org with a copy to programme1@uclg-aspac.org before December 26, 2017 with subject : PA-IUC ( Your Name )