Job Description

Background 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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP. UNDP is a founding co-sponsor of the Joint UN Programme on HIV/AIDS (UNAIDS), a partner of the Global Fund to Fight AIDS, TB and Malaria, and a co-sponsor of several other international health partnerships. UNDP’s work on HIV, health and development, as described in the HIV, Health and Development Strategy 2016-2021:Connecting the Dots, leverages UNDP’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies. UNDP delivers three types of support to countries in HIV, health and development. Since 2003, UNDP has been in partnership with the Global Fund, supporting countries to manage resources for actions on SDG 3. In 2007, UNDP started to provide technical assistance to the MoH to implement Global Fund grants. In 2012, in partnership with the Australian Government Department of Foreign Affairs and Trade, UNDP started to provide technical support to Indonesia’s Country Coordinating Mechanism (CCM) and its technical working group to monitor GF grant performance and provide oversight. Global Fund – Indonesia: The Global Fund has provided grant funds to the Government of Indonesia in the amount of US$823 million to fight HIV, Tuberculosis (TB) and Malaria, as well as to strengthen the health system. Starting November 2019, there are six active grants in the current GF implementation period (2020-2022) with a total budget of US$ 293,4 million. The Ministry of Health (MoH) is the Principal Recipient (PR) for the Global Fund’s HIV, TB, and Malaria grants for new implementation period of 2021-2023, with PR TB MOH approved to receive a total of US$ $ 159,1 million. The MoH is supported by several Sub-recipients (SR) to implement each grant and achieve the program results.
The Global Fund as a performance-based financing institution has terms and conditions related to the financial reporting of the Grant Agreement signed with the PRs. These terms and conditions require the submission of high quality and timely reports in compliance with the Global Fund’s policies and procedures on the use of the grant funds. Delays in the submission of sound financial management reports can impact on the progress of grant implementation and resources available to the country. The PR is also responsible for the reporting of the Sub-recipients.
In 2017, the Global Fund, the MoH with the CCM identified recurring financial management issues which impacted on the timely delivery of high-quality reports as required by the terms and conditions of the MoH’s grant agreement with the Global Fund. These issues constitute a risk for the Principal Recipients who have the overall responsibility for the implementation of GF grant funds. In 2018, the MoH requested support from UNDP to address financial management reporting to the Global Fund and to review the current accounting software to ensure the MoH can provide high quality and timely financial reports to the Global Fund.
SURGE response, January-June 2019:
Against this backdrop, it became necessary to provide a comprehensive Technical Assistance to the ministry through a strategic response mechanism (SURGE) for a period of six months between January-June 2019. The UNDP Indonesia Surge response TA sought to achieve two broad outcomes: (1) The Global Fund resources are used for the intended purposes, according to GF rules policies and are properly recorded and accounted for; and (2) There is an improved project, governance, oversight through advanced management tools in terms of monitoring quality, timeliness, efficiency and compliance. To achieve these outcomes, the following four key outputs were planned:

• Timely quality financial reports submission to TGF in compliance with the grant agreement.
• Enhanced accounting reporting systems which meets TGF requirements.
• Improved human resources that is aligned to better grants management.
• Improved procurement and fund management related support; and
• Enhanced programmatic capacity, policy dissemination and governance oversight.

In the period to June 2019, the SURGE TA team has continued to work with the Ministry towards the realization of the outputs through the following key activities and task achievements: Timely Reporting: All the Global Fund reporting for the period: PUDR June-December 2018; Quarter 5 Cash balance and forecast; and Q6 Cash balance and forecast reports were prepared and submitted on a timely manner. The SURGE team also supported the PR during LFA reviews as well as during external audit for 2018. Programme Implementation Manual: In January 2019, the UNDP team completed the support to the ministry on the development of a New Programme Implementation Manual (PIM) which includes financial management SOPs. The policy was adopted by MoH through the Directorate decision No HK.02.02 / I / 252/2019, and was endorsed by CCM during its the plenary meeting on 20 March 2019.
Accounting Software assessment: An Independent assessment of the two-accounting software- Abi Pro and Go Pei currently used by the ministry was concluded in April 2019. The report found that the two software are unstainable and that a new system to be shared across all the three diseases should be sourced and implemented at the Ministry. Records management: A review of the PR documents management protocols was kicked off on 7 May 2019, the SURGE team is set to document all the current practical weaknesses observed across departments of Finance, HR and Procurement and to conduct one best practice training on records management for all PMU staff in June 2019.
Field Spot checks: PR related reviews were carried out on a continuous basis following various reporting cycles to TGF. As part of quality improvement, All the review of reports submitted to TGF were accompanied with recommendations to the PR on areas of improvement. SR specific spot checks across the country was kicked off by the TA team on 13 May and is expected to run through 24 May 2019. To make the spot checks more effective, the approach is based on understanding root causes of long outstanding financial management issues at SR level and to map them with opportunities of improving the capacity of the PR finance staff to better monitor the SRs.
The proposed UNDP TA support is based on UNDP’s support framework which is anchored on the following core principles:

• National ownership, UNDP support will be designed based on MoH prioritized capacity needs.
• Alignment to national strategies and policies.
• Complementarity and coordination between existing initiatives.
• Efficiency and Effectiveness in achieving results.
• Sustainability when designing solutions and recommending intervention.

As UNDP is entering the extension of TAA support with both PR TB and Malaria MOH, and there are additional funds to support implementation of activities in 2022-23 (including for procurement, distribution, and maintenance support of Whole Genome Sequencing / WGS), therefore, UNDP requires to have a Project Associate position to support all the project finance and administrative activities with the MOH Indonesia. This Project Assistant will be responsible to the HEART Cluster Manager of DGPRU, UNDP. S/He will also support to ensure the compliance with UNDP financial and/or procurement rules and regulations and provide in-close coordination with the FMTA project team and/or the PR TB MOH on the regular financial report to the donor/GFATM.
Under the supervision of the Project Manager for HGI and TGF Team Leader, the Project Assistant shall be responsible for effective and transparent utilization of TAA budget with PR ATM MOH as approved by the GFATM. The Project Assistant shall interpret all administrative, financial and procurement rules / regulations and provide solutions to a wide spectrum of administrative issues. Duties and Responsibilities The direct supervisor of this activities is National Technical Specialist for HEART. She/He will work closely and report to the Head of FMTA and PMU Aids, TB, and Malaria in Ministry of Health. The organigram in Annex shows the position of this function within the office and unit structure. The Project Assistant will support the FMTA team and cluster unit with regards to administrative requirements of the project’s activities, including to support on any procurement of the programmatic aspects of the GFATM project between UNDP and the PR ATM MOH. S/He will also in close collaboration with programme, operations, technical advisors, experts, Government officials, and other relevant stakeholders successfully implement the UNDP project/programme.
The Project Assistant will support the FMTA team and HEART cluster, with close coordination with the Ministry of Health. S/He will be responsible for the following tasks, in support of the AIDS, TB and Malaria implementation programme in Indonesia:
Support on facilitating and providing:

• Providing effective evidence-based research, analyses, and administrative support for programmatic and Finance Management and Technical Assistance (FMTA) Support to GFATM projects within the Ministry of Health.
• Assist the team in supporting the engagement, advocacy, and implementation of the national procurement and supply chain management timeline, including FGDs, data Support and any related activity for Covid-19 recovery activities.
• Working closely with related sub-directorate for COVID-19 and strategic partners at any other related ministries.

Support the project team to ensure effective project planning and implementation focusing on achievement of the following results:

• Produce accurate and timely all supporting documents required for implementation of FMTA project team’s activities.
• Develop any Note to File, Internal Office Memorandum, Payment Tracking Sheet, Analysis of (vendor) Quotations, and/or any other required supporting documents related to procurement process and/or any new request of contracts’ amendment.
• Support the FMTA project team for development of any TOR (including other supporting documents) related to the implementation of projects’ activities.
• Work closely with both HEART cluster team of DGPRU in UNDP country office and FMTA project team of GFATM project, to ensure timeline implementation of all activities.
• Ensure that all administrative aspects of the project are submitted on time, consistent with the PR’s requirement, and in compliance with both UNDP and Global Fund requirements.
• Work closely with the in-country partners of the Global Fund, e.g. the PMU team of PR AIDS, TB and Malaria at MOH, Local Fund Agent/LFA, the CCM and its Secretariat to ensure timely and high-quality project’s report.

Support to the effective reporting on progress of project implementation:

• Support the administration in preparing work plans as well as meetings, audit, operational and financial administrative aspects of the project.
• Support the preparation of project reports as requested, any minutes of meetings, workshop and/or training agreement (for follow-up actions), and share it to the project team (or other parties as required) in a timely manner.
• Provide administrative support for preparation of results-oriented progress reports.

Provides administrative support to the Project Management Unit focusing on achievement of the following results:

• Support the focal point for Administrative and office coordination of project implementation activities to process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/workshop/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 simple information requests and inquiries; reviews, logs, and routes incoming correspondence; establishment of filling system and maintenance of files/records; organization of meetings, workshops; routine administrative tasks, including maintaining attendance records, assessing phone billing, etc.

5. Support strategic partnerships, communication, and support to the implementation of resource mobilization:

• Support in updating the database of 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.

Supports knowledge building and knowledge sharing focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff.
• Contributing to knowledge networks and communities of practice.
• Ensure active participation in learning and knowledge sharing in gender analysis and gender mainstreaming.

The incumbent of the position should avoid any discriminatory behaviour including gender discrimination and ensure that:

• Human rights and gender equality is prioritized as an ethical principle within all actions.
• Activities are designed and implemented in accordance with "Social and Environmental Standards of UNDP".
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is respected within all implementations including data production.
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created.

Competencies Core Competencies:

• Achieve Results: Level 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively: Level 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously: Level 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility: Level 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination: Level 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner: Level 1: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion: Level 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies:

• 2030 Agenda : People; Gender; Gender Mainstreaming.
• Ethics; UN policy knowledge - ethics; Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
• 2030 Agenda : Engagement and Effectiveness; Innovation; Technology and Innovation.
• Administration & Operations; Events Management (including retreats, trainings and meetings); Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Administration & Operations; Documents and records management; Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Audit & Investigation- General; Verbal and written communication; Ability to effectively communicate both verbally and in writing to convey key facts and findings.
• Business Management; Digital Awareness and Literacy; Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.

Required Skills and Experience Education:

• High School graduate is a minimum requirement. Bachelor's Degree in finance, Accounting, Business, Management, or other related majors is highly desirable but it is not mandatory.

Experience:

• Minimum 5 years of professional experience for candidate with high school degree or 2 years of professional experience for candidate with bachelor degree.
• Solid computer skills required, knowledge of spreadsheet and database packages.
• Familiar in administrative matters.
• Practical hands on experience in the project reporting, particularly in relation to any required administrative supporting documents for implementation of projects‘ activities.
• Familiar with any UN rules/policies on travel arrangement, meetings/ trainings/workshops, etc.
• Full time availability for project management support duties is essential.
• Good inter-personal and team building skills.
• Experience in working with government, development agencies, and/or International NGOs in health sector is desirable.
• Knowledge on various donor’s reporting requirements.
• Familiar on working environment with the government officers and/or project management unit at the ministry.
• Familiar with Government and UN/UNDP procedures would be desirable.
• Experience in handling administrative of large/huge procurement budget would be highly desirable.
• Demonstrated strong familiarity with UNDP development projects in Indonesia.
• Specific experience in health sector would be highly desirable.

Language Requirements:

• Fluency in written and spoken English is an absolute necessity.
• Fluency in written and spoken Bahasa Indonesia is required.

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