Job Description

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.

The ATSEA-2 project is the second phase of the GEF-financed, UNDP-supported ATSEA program, and is designed to enhance region al collaboration and coordination in t he Arafura and Timor Seas (ATS) region. ATSEA-2 will specifically focus on supporting the implementation of the endorsed strategic action program (SAP), a 10-year vision for the Arafura-Timor Seas with the long-term objective "to promote sustainable development of the Arafura-Timor Seas region to improve the quality of life of its inhabitants through restoration, conservation and sustainable management of marine -coastal ecosystems". The GEF alternative establishes a regional governance mechanism that strengthens the enabling policies and capacities of institutions and individuals, including the integration of Papua New Guinea, resulting in a sustained transboundary response to over­ exploited fisheries and increased pressures on the globally significant biodiversity in the ATS region, including the impacts of climate change. Integrated approaches are designed to incentivize local communities to more sustainably use coastal and marine resources, enhancing their own livelihood s while safeguarding the ecosystem goods and services that are the backbone of their socio-economic well -being.

This position is located primarily in project management unit, The Project Assistant will be working under daily supervision of Project Associate and under overall guidance of Programme Manager of UNDP Indonesia and in coordination with the of Regional Project Manager (INGO - PEMSEA) and day-to-day supervision of Project Associate. The Project Assistant is responsible to support the project on a day-to-day basis to cover administrative function such as Finance, Admin, HR, general office and general project administration.

DUTIES AND RESPONSIBILITIES

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

Compiles, summarizes, and presents basic information/data on specific project and related topics or issues.

Reviews project documents 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.

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.

Manage petty cash to ensure adequate cash for day-to-day operations.

Provide accounting and administrative support.

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

Support the administration in preparing 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;

To provide administrative support and accurate data collection for preparation of results-oriented progress reports.

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

Support the focal point for administrative, HR, Procurement, Security 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/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 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.

Assists in staff mission and RPU organized workshops/trainings/conferences, including:

putting up of travel authorization and submission of travel claim

Liaising with PRF (PEMSEA Resource Facility)'s Finance Unit on DSAs and allowances

monitoring of mission report / back-to -office report submission

Prepares working materials needed for the various meetings

Coordinating the schedule of RPU staff, making arrangements for:

major activities/meetings

local and international travel

arranging for accommodation

arranging for land transportation

securing travel insurance and clearance

Liaising with the concerned government agencies or embassies for issuance of appropriate visas both for inbound visitors and outbound staff members for overseas missions

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

Support in updating 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.

Effective contribution and support of with data collection for gender analysis and gender mainstreaming at project level

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

Participation in the trainings for the operations/ projects staff.

Contributions to knowledge networks and communities of practice

Effective contribution to learning and knowledge sharing in gender analysis and gender mainstreaming

6. The incumbent of the position should avoid any kind of discriminatory behavior 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;

Differentiated needs of women and men are considered;

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;

Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
COMPETENCIES

Core Competencies:
Innovation

Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Proactively identifies new opportunities and challenges

People Management

Takes ownership of responsibilities

Communication & Relationship Management

Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Meets goals and timelines for delivery of products or services;

Functional Competencies:
Results Based Management

Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results

Monitoring and Evaluation

Knowledge of methodologies, assessment tools, systems and apply practical experience in planning, monitoring, evaluating and reporting and ability to apply to practical situations

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Collaboration and Partnership

Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support. Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP

Learning and Development

Knowledge of enterprise learning and development issues, concepts, and principles, and ability to apply them to enhance the fulfillment and performance of employees

Gender Issues and Analysis

Knowledge of gender issues and the ability to apply to strategic and/or practical situations, including analysis of projects from a gender perspective

RECRUITMENT QUALIFICATIONS

Education:
Bachelor’s degree in Accounting, Finance, Business, Public Administration, Economics, Social Sciences or other relevant fields of study would be desirable, but it is not a requirement.

Experience:
Minimum 2 years of professional experience, preferably in the field of development for candidates with Bachelor’s degree and 4 years for candidates with Diploma Degree

Demonstrated familiarity with UNDP development projects in Indonesia is an advantage

Knowledge of and experience in supporting administration of development projects will be highly desirable.

Some experiences in Coastal and Fisheries management, marine biodiversity and climate change mitigation and adaptation would be advantage.

Proficiency in the use of various software applications (MS Word, MS Excel, MS Project, and Financial Systems) and adequate knowledge and practical experience in handling web- based management systems.

Language Requirements:
Fluency in English and Bahasa Indonesia in both writing and speaking.

Position Number: 00152346