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 withthe 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.
Indonesia is prepared to implement its COVID-19 vaccination program and play an active role globally. The Ministry of Health (MoH) uses a “One Health Data” approach to monitor and digitize the vaccination process. They collaborate with the Ministry of Communication and Information for registration (using the PEDULI LINDUNGI system), UNDP for vaccine supply-chain management (the SMILE system), and BPJS for individual vaccination records (the P-CARE system). As of February 1, 2023, the MoH managed data for 454. 4 million doses distributed to health facilities.
Building on the successes of the COVID-19 vaccination efforts, the Directorate of Immunization applies a similar integrated approach for routine immunizations by combining the SMILE and ASIK systems. Various directorates and UNDP work closely to improve data visibility between logistics and immunization program beneficiaries. UNDP helps the MoH with the SMILE system for planning distributions and tracking vaccine usage transparently. There are still challenges regarding health logistics and inequity in regions. Maintaining medical and laboratory logistics is critical for timely disease detection and care. Hence, supply-chain management for non-vaccine health products remains a focus of the MoH's health transformation agenda.
In late 2022, MoH Ylaunched an end-to-end supply chain management system, including the SMILE platform to monitor all stages from distribution to disposal of health commodities. The Directorate of Pharmaceutical Management and Services is digitizing supply-chain management for Aids, Tuberculosis, and Malaria programs, aiming to enhance governance and efficiency in the procurement of health-related commodities. The program has four outcomes and four outputs to improve the healthcare supply chain, tracking systems, workforce capacities, and national policies for managing health products and laboratory supplies.
Under the overall guidance of the Project Analyst, Project Associate provides project support services in ensuring the areas under her/his supervision prepare regular data reporting on administration matters and apply the monitoring framework as set up in the project document, in line with prevailing internal monitoring guidelines and ensure reporting arrangements are in place and are being implemented to ensure that the reporting requirements are met in a timely manner. She/He will also work in close collaboration with Government officials, and other relevant stakeholders to successfully implement the UNDP project/programme.
Duties and Responsibilities
Scope of Work
a. Support the project team to ensure effective project planning, budgeting and implementation focusing on achievement of the following results
• Compile and summarize information and data for project planning and preparation work for, typically, a large size and highly complex component of the project initiatives;
• Analysis, researches, summary and presentation of basic information/data on specific project and related topics;
• Preparation for project documents and submission to relevant parties for approval.
• Implementation of standard operating procedures in line with the government and UNDP’s regulations;
b. Support to the effective reporting on progress of projectimplementation
• Preparation and analysis of project workplan and budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of work proposal and budget estimation, ensuring requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
• Preparation of results oriented progress reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timelymanner;
• Preparation of data for monitoring of projects; categorization, updating, tracking and analysing data related to projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews
• Identification of issues and initiates requisite follow-up actions
• Preparation of reports on budget revisions, expenditures and obligations, verification availability of funds;
• Preparation for financial authorizations for expenditures to be approved and documentation in prevailing budget system;
• Preparation of annual and quarterly work plans as well as project board meetings, audit, operational and financial closure of a medium size project.
c. Provides administrative support to the Project Management Unit focusing on achievement of the following results:
• Provision of guidance to implementing partner and serves as focal point for coordination, monitoring and expedition of project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests,
• Preparation of standard terms of reference against project objectives, obtained necessary clearances, process and follow-up on administrative actions and provision of solutions to the issues related to project implementation, 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.
• As focal point for responding to the complex information requests and inquiries; review and establishment of filling management system; organization of meetings, workshops; monitoring of implementation of various routine administrative tasks.
• Preparation of draft correspondence on complex budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Supervision of project support assistant, clerical level (as applicable)
d. Support strategic partnerships, communication and support to the implementation of resource mobilization
• Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;
• Establishment of filing management for internal databases; updated statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews.
• Finalization and publication of multiple languages report as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project,
• In coordination with UNDP’s Communication unit and other relevant counterpart, drafts project summaries, coordinates with editor, translation services, etc. on
• Preparation of draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares project’s contributions for a variety of periodic reports
e. Supports knowledge building and knowledge sharing focusing on achievement of the following results:
• Organization of trainings for the operations/ projects staff.
• Synthesis of lessons learned and best practices in project management support function
• Contributions to knowledge networks and communities of practice.
f. 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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement
The direct supervisor of this activity is Project Officer for SMILE Project. She/He will work closely with project team, operations units, and programme staff in the office to provide support for SMILE project implementation and to ensure adequate exchange of information.
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 delivercalmly 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
Business management
Digital Literacy
ability to apply terms and concepts from digital communications in daily work
Business management.
Data analysis
Ability to extract, analyse and visualize data to form meaningful insights and aid effective business decision
Business Management
Communication
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
2030 agenda- people
Gender
Monitoring and Evaluation on Gender Equality and Women’s Empowerment
Finance
Budget management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Administration and operation
Events management (including retreats, trainings and meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Business Management
Project management
Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Required Skills and Experience Min. Academic Education
Secondary Education is required.
University degree (Bachelor’s Degree) in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences Management or other relevant fieldswill be given due consideration,
but is not a requirement.
Min. yearsof relevant Work experience Minimum 6 years (withSecondary Education) or 3 years(with Bachelor Degree) of relevant experience in project adminand finance preferably in the field of environment, or natural resources management. Relevant experience in administrative/ financial/ procurement/ asset management and project activities would be an asset. Required skills Good inter-personal and communications skills. Ability to work in a team Up-to-datecomputer skills required, knowledge of spreadsheet and database packages Desired skills in addition to the competencies covered in the Competencies sectionFamiliarity with Government and UN/UNDP procedures would be highly desirable
Experience in project implementation using Government and International Organization rules and regulation is an asset
Experience in collecting, analyzing, and summarizing administration report would be highly desirable
Ability to draft correspondence on budget-related issues, briefing notes, graphic and statistical summaries, and accounting spreadsheets would be desirable
Experience in producing financial report and conducting financial tracking would be desirable
Required Language(s) (at
working level)
Fluency in English and Bahasa Indonesia is required.
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
Right to select multiple candidates
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.
Scam alert
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