Project Admin Clerk, Jakarta

Organization: UNDP - United Nations Development Programme

Country: Indonesia

City: Jakarta

Office: UNDP Indonesia Country Office

Closing date: Tuesday, 10 May 2022

Job Identification : 3431

Locations : Jakarta Pusat, Indonesia

Posting Date : 04/26/2022, 05:29 AM

Apply Before : 05/10/2022, 04:59 PM

Degree Level : Secondary School Leaving Certificate

Job Schedule : Full time

Agency : UNDP

Grade : NB1

Vacancy Type : National Personnel Service Agreement

Practice Area : SDG Finance

Bureau : Regional Bureau for Asia and the Pacific

Contract Duration : 6 Months

Education & Work Experience : High School certificate

Required Languages : English and Bahasa Indonesia

Vacancy Timeline

2 Weeks

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 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.

In regard to the 2030 Agenda and the Sustainable Development Goals, it is a well-established fact that the achievement of the SDGs requires substantial financial and technical resources. The World Investment Report highlighted that the gap in financing for the SDGs in developing countries is currently estimated at US$ 2.5 trillion every year. This is beyond the scope of individual governments or Official Development Assistance (ODA) and it requires a broader alliance of partners, new voices and new perspectives, including from both public and private sectors to jointly support development efforts.

In case of Indonesia, the government is strongly committed to implementing the SDGs and has integrated them into national development plans and processes, and its commitment to achieving them is reflected in the fact that it has institutionalized roles and responsibilities for their implementation at the country level through a Presidential Decree in 2017. A key challenge is to ensure that continued economic growth becomes more inclusive and ‚greener‘ for it to also support accelerated progress effectively in social and environmental dimensions of sustainable development. A comprehensive strategy for mobilizing the public and private investments is also required.

UNDP is supporting government and partners to find innovative solutions to finance the SDGs. UNDP Indonesia established the Innovative Finance Lab (IFLab) in 2017 with the objective to unlock and leverage new finance to close the SDGs financing gap. The Lab operates as a collaborative space for Government, the private sector, investors and entrepreneurs, religious organizations, civil society, other UN agencies and other interested stakeholders to engage and develop solutions for financing the SDGs. It maps and analyzes financing gaps and opportunities, co-designs and tests new financing solutions, helps to align investments with SDGs as well as measuring progress and evaluating impact.

Given this background, The Project Admin Clerk IFL is located primarily in Jakarta Office under overall guidance of Project Associate IFL to support the project on a day-to-day basis to cover the administrative process.

Duties and Responsibilities

The Project Admin Clerk will work under the overall guidance of Project Associate IFL and will work closely with programmes/project teams and procurement team to support the administrative process of IFL and relevant initiatives.

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.

Implement project standard operating procedures in line with the government and UNDP’s regulations;
Provides support in reporting the 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.

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

Support the focal point for clerical administrative work 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.

Support in updating database of counterparts for the project and able to compile simple data for further analysis.

In coordination with UNDP’s Communication 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 administrative support for data collection for gender analysis and gender mainstreaming at project level.

Support 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 participations for learning and knowledge sharing in gender analysis and gender mainstreaming.

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

Core:

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

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;
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

Required Skills and Experience

Education:

Minimum High School

Bachelor’s degree in management, Information Technology (IT) or any social science from recognized institutions would be preferable but it is not requirement

Experience:

Minimum 3 years of relevant experience for candidate from high school or no experience for candidate Bachelor degree

Experience supporting governmental institutions, external agencies would be preferable

Experience working with UNDP development projects in Indonesia is an advantage

Experience handling administrative and filling management related matters would be desirable

Experience working using cloud system for filling system

Fully computer literate (MS Office)

Demonstrated keen interest in the work of the UN

Demonstrated the ability to successfully interact with individuals from different cultural backgrounds and beliefs which include willingness to try and understand and be tolerant of different opinions and views

Good interpersonal communication skills, writing ability and administrative skills

Ability to work in multidisciplinary teams

Language requirements:

Good in written and spoken English is required;
Fluency in written and spoken Bahasa Indonesia is required

Disclaimer

Important information for US Permanent Residents (‚Green Card‘ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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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Link to the organization’s job posting: https://unjobs.org/vacancies/1650973257447