Junior Project Clerk (Admin and Finance), Jakarta, Indonesia

Organization: UNDP - United Nations Development Programme

Country: Indonesia

City: Jakarta, Indonesia

Office: UNDP Indonesia Country Office

Closing date: Tuesday, 6 October 2020

Job ID: 32918

Practice Area - Job Family: Environment&Disaster Reduction - DISASTER REDUCTION

Vacancy End Date: (Midnight New York, USA) 06/10/2020

Duty Station: Jakarta, Indonesia

Education & Work Experience: F-2-Year College Degree - 1 year(s) experience, G-Bachelor’s Level Degree - 0.5 year(s) experience

Languages: English, Indonesian

Grade: SB1

Vacancy Type: Service Contract (SC)

Posting Type: External

Bureau: Asia & the Pacific

Contract Duration: 6 months

For Indonesian Nationality Only

Background

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 socio-economic impact is heavy, multi-sectorial, long lasting. It not only impacts human health and lives, but places a risk on the macro-stability of the economy; impacts economic and social sectors, enterprises (eg, small and medium size ones, which account for 90% of the economic tissue), and has severe impact on the informal sector. The immediate and longer-term impact will also be felt by informal workers-many of them women who account for 57% of the total workforce in Indonesia. The impact will be even stronger on the poor and the vulnerable, including the estimated 40 per cent of the population amounting to about 180 million people living just above the national poverty line and vulnerable to external shocks. Women, especially female- headed households and women working in the large informal economy, day laborers and people with disabilities who are also facing multiple challenges in Indonesia, will be the worst affected. COVID-19 already placed a heavy strain on the national health system and health structures at all levels; health workers lack financial and other incentives, and closure of essential health services delivery.

Given the expected magnitude of the epidemic in a large archipelagic country with a very large population, and based on the needs assessment made by the Government, UNDP support will have a crucial role in cushioning the impact of the epidemic and in safeguarding the progress of the SDGs, particularly for the poor and the most vulnerable. UNDP will support with immediate and longer-term response to the COVID-19 Pandemics, which is human development centered and multi-sectoral, as implied by UNDP’s broad development mandate. UNDP’s immediate 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.

This position is located primarily in project management unit under overall guidance project officer or in a large project report to Operations Manager position to support the project on a day-to-day basis to cover administration functions such as procurement, HR, general office and general project administration.

Under the overall guidance of the Project Coordinator RESTORE/Team Leader RR Unit, the Junior Project Clerk provides timely and accurate clerical project support services.

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.

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 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 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.

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.

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

Tags asset management bahasa indonesia big data climate change communities of practice data analysis development projects disaster reduction environmental standards gender analysis gender discrimination gender mainstreaming gender parity gender perspective health services health systems human development human rights inequality informal sector internship knowledge sharing monitoring and evaluation monitoring and reporting needs assessment office administration procurement project implementation project management resource mobilization results based management sdgs support services sustainable development sustainable development goals trainings

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

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 are 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

Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level. A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

Core

Innovation

Ability to make new and useful ideas work

Level 1: Assesses work with critical eye

Leadership

Ability to persuade others to follow

Level 1: Takes responsibility for and ensures high quality of own work

People Management

Ability to improve performance and satisfaction

Level 1: Understands personal and team roles, responsibilities and objectives

Communication & Relationship Management

Ability to listen, adapt, persuade and transform

Level 1: Reliably and consistently listens and interprets information and instruction correctly

Delivery

Ability to get things done while exercising good judgement

Level 1: Meets goals and timelines for team deliverables

Technical/Functional Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

and hiring managers are encouraged to familiarize themselves for more information

Results Based Management

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

Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop)

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

Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

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

Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

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

Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

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

Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

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 Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

Required Skills and Experience

Education:

Minimum High School

Experience:

At least 2 years‘ experience for High School or Diploma Degree (3 years of education) with 1 year of work experience or Bachelor with 6 months experience or Internship experience with UNDP/UN System

Demonstrated familiarity with UNDP development projects in Indonesia is an advantage

Knowledge of and experience in supporting administration of COVID-19 projects will be highly desirable.

Language Requirements:

Fluency in English and Bahasa Indonesia in both writing and speaking.

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 in 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

Disclaimer

Important applicant information

All posts in the SC 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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