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

COVID-19 heavily impacts the economy of Indonesia. While the scope of the damage is difficult to fully anticipate at this point and while the Government is making efforts to cushion the impact, COVID-19 is a risk to the macro-stability of the Indonesian economy that has been achieved and to trade. In the case of Indonesia, the epidemic will also do heavy damage to sectors such as tourism and other services, which are highly exposed to crisis and at the same time providing a significant share of national revenue and employments. The economic and social impact of COVID 19 will therefore be heavy, multi-sectoral and while having immediate effects, it will also span over a medium to long period of time. UNDP’s response to COVID- 19 is organized in 4 main streams:

1. Immediate strengthening of health systems and health governance and building of their longer-term resilience.
2. Direct support to an inclusive and “whole of society” response for prevention and mitigation at central and local levels.
3. Addressing the socio-economic impacts of COVID-19 to protect the Indonesian people and safeguard progress towards the Sustainable Development Goals.
4. Utilizing digital solutions and big data analysis for enhanced national response.

As part of UNDP’s support, the project will support sub-national governments in multi-sectoral coordination for COVID-19 crisis management. The Project Assistant will provide the overall support to RESTORE project implementation in carrying out recovery activities due to the impact of the COVID-19 pandemic. The Project Assistant will be responsible day to day for the administrative, financial, procurement, and HR processes that will be conducted by the RESTORE project

Institutional Arrangement

The incumbent will report to the Project Manager RESTORE who will be the primary supervisor of the incumbent. Enclosed org chart for reference as annex to this TOR.

Duties and Responsibilities
Under guidance of the Project manager, s/he will be responsible for the following task in supporting:
1. Support on facilitating and providing:

• Providing effective evidence-based research, analyses and administrative support for programmatic related for COVID-19 recovery activities.
• Assist team in supporting the engagement, advocacy, and implementation on the national procurement and supply chain management timeline, including FGDs, data Support 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.

2. 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.
• Implement project standard operating procedures in line with the government and UNDP’s regulations.

3. 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 project.
• Support to the preparation of project reports as requested, and presents it to the project assurance team on a timely manner.
• To provide administrative support for preparation of results-oriented progress reports.

4. 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/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.

5. 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.

6. 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
• Ensure active participation in learning and knowledge sharing in gender analysis and gender mainstreaming

7. 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.
• 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

Required competencies

CORE BEHAVIOURAL - Level 2: Supervisor / Associate / Analyst

Achieve Results

• Demonstrates focus on achieving quality results and impact
• Consistently strives to meet or exceed excellent standards
• Efficiently establishes appropriate plans and resources for self and others to accomplish goals
• Holds self and others accountable for results

Think Innovatively

• Seeks patterns and clarity outside, across and beyond boxes and categories, resists false certainty and simplistic binary choices
• Looks beyond conventional approaches and established methods
• Proposes new ideas, approaches and solutions to problems

Learn Continuously

• Actively pursues opportunities for learning and self-development, professionally and personally
• Keeps up to date with new developments in own professional area
• Proactively seeks feedback, demonstrates a desire to learn from others as well as from experience, both positive and negative
• Contributes to the learning of others

Adapt with Agility

• Actively pursues opportunities for learning and self-development, professionally and personally
• Keeps up to date with new developments in own professional area

Act with Determination

• Is flexible in handling change, and adopts new ideas, approaches and ways of working
• Seamlessly adapts to working with new situations or contexts, with new people, and in different ways
• Participates in, supports, or drives meaningful change in UNDP
• Is comfortable with ambiguity and effectively manages juggling multiple demands

Engage and Partner

• Demonstrates and encourages teamwork and co-creation, internally and externally, to achieve joint objectives and results
• Acts in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others

Enable Diversity and Inclusion

• Understands and appreciates issues from the perspective of others
• Treats all individuals with respect, considers ethical implications and responds sensitively to all differences among people
• Fully accepts and values all people, creating an inclusive environment
• Understands that inclusion is multi-faceted (e.g. race, gender, age, disability, culture, etc.) and treats everyone fairly and equally
• Demonstrates honesty and transparency

PEOPLE MANAGEMENT COMPETENCIES

Demonstrate Empathy and Emotional Intelligence

• Genuinely care about people; demonstrate empathy with the joys and pains of others
• Enable the wellbeing of the team(s)
• Read a group’s emotional currents and power relationships, identifying influencers, networks, and organizational dynamics; adapt leadership styles at the appropriate times
• See the positive in people, situations, and events

Motivate and Direct

• Create and communicate a compelling vision and purpose
• Align people and resources with organizational vision, strategy, objectives
• Understand and proactively build the team/organization culture

Build an Enabling Workplace

• Create a working environment where people are engaged and want to do their best; empower and enable team members to perform and have a positive workplace experience
• Promote honesty, openness, trust and psychological safety and create opportunities to innovate and learn
• Recruit and promote individuals based upon objective measures and meritocracy; acknowledge and utilise the talent of others
• Encourage collective action and integration

Build Capability

• Identify and develop talent in individuals, providing positive support to enable them to achieve their potential
• Foster learning or development of others by giving feedback, guidance, and support; support career development of others
• Have willingness and ability to delegate to help people learn, including from failure

Manage Performance and Ensure Accountability

• Ensure regular conversations with people about work
• Provide positive and constructive feedback
• Discuss poor performance in a timely manner
• Provide praise and recognition, as well as ensure accountability

Lead with Humility

• Be authentic and transparent, act with integrity
• Be accessible and available to team members they lead
• Encourage debate and discussion, creating a culture where people are comfortable to challenge senior leaders and feel listened to
• Be modest, giving credit for success to others and admit own shortcomings

CROSS FUNCTIONAL COMPETENCIES

Digital Awareness and Literacy
Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed

Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Communication
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Ability to manage communications internally and externally, through media, social media and other appropriate
Channels

TECHNICAL COMPETENCIES
Gender
Gender Mainstreaming

UN policy knowledge - ethics
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Innovation
Technology and Innovation

Verbal and written communication
Ability to effectively communicate both verbally and in writing to convey key facts and findings

Required Skills and Experience

Minimum Qualifications of the Successful NPSA

Min. Academic Education

Graduate from bachelor’s in management, finance, accounting, social science or other relevant field study
Min. years of relevant Work experience Minimum 2 years combine experience in the development programme

Required skills

Knowledge of – or proven interest in – program finance, administration, and management

Desired additional skills and competencies

• Experience with the UNDP and/or UN agencies desirable
• Fully computer literate
• Demonstrated detail-oriented orientation proactive attention to outcomes and expectations, ability to understand and effectively use information and data
• Demonstrate keen interest in the work of the UN
• Demonstrated the ability to successfully interact with individuals from different cultural backgrounds and beliefs
• Good interpersonal skills

Required Language(s) (at working level) Indonesia and English

Disclaimer

Important applicant information

All posts in the NPSA categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP 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 at the same grade level and with similar job description, experience and educational requirements.

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