Project Clerk (Logistics)
Indonesia
- Organization: UNV - United Nations Volunteers
- Location: Indonesia
- Grade: Volunteer - National Youth - Locally recruited Volunteer
-
Occupational Groups:
- Administrative support
- Logistics
- Supply Chain
- Project and Programme Management
- Closing Date: Closed
Details
Mission and objectives
UNDP believes that the people of Indonesia should have ownership over the programmes and projects we support. All UNDP programmes therefore actively promote the spirit of mutual respect, support and accountability and subscribe to the principle of national ownership as enshrined in the Jakarta Commitment – a declaration put forward by the government and its development partners in 2009 to strengthen aid effectiveness in Indonesia. In the true spirit of national ownership, all of UNDP’s assistance in Indonesia is implemented by national entities, including line ministries and the Ministry of National Planning and Development, and at the subnational level by line departments, provincial and district authorities as well as community groups.
While each programme supported by UNDP has specific and varied objectives, capacity development is one aim that all UNDP programmes – in Indonesia and worldwide – have in common. This takes on many forms including institutional reform, leadership development, education, and training for members of the public such as journalists, and women’s communities. In line with this logic, UNDP advisers work side by side with Indonesian counterparts to strengthen capacities in technical matters, policy formulation and budget planning, amongst others.
While each programme supported by UNDP has specific and varied objectives, capacity development is one aim that all UNDP programmes – in Indonesia and worldwide – have in common. This takes on many forms including institutional reform, leadership development, education, and training for members of the public such as journalists, and women’s communities. In line with this logic, UNDP advisers work side by side with Indonesian counterparts to strengthen capacities in technical matters, policy formulation and budget planning, amongst others.
Context
UNDP Indonesia and the Ministry of Health have been working together in a long-term partnership on health governance that is aimed at narrowing health development gaps and meeting the SDGs commitments. This partnership has been expanded with the implementation of activities under the 2020-2025 Health Governance Initiative (HEART). HEART Programmes focus on the support to strengthen Indonesia's health system capacity through policy advocacy, evidence-based generation intervention, technical assistance, and partnerships by adoptions of information technology advancement with a total program budget of approximately USD 70 million.
The HEART Programme will have two outputs: (i) By 2025, strengthened national policy and institutional environment that is governing access to affordable medicines through evidence-based and multisector collaborations. (ii) By 2025, the performance of national programmes is improved and positively impacts the coverage and the sustainability of service delivery and the health system better integrate environmental concerns in waste management practices to mitigate or limit its impact on environment(s) and prevent and reduce diseases related to climate change.
One of HEART Programme effort is to be involved in supporting the ILI-SARI (Influenza Like Illness Severe Acute Respiratory Infections) surveillance. The ILI-SARI is an initiative that aims to identify illnesses as the earliest as possible to allow minimum treatment costs and impact nationwide. The surveillance laboratory is the prime partner in the initiative which supervises laboratories around the country.
The HEART Programme will have two outputs: (i) By 2025, strengthened national policy and institutional environment that is governing access to affordable medicines through evidence-based and multisector collaborations. (ii) By 2025, the performance of national programmes is improved and positively impacts the coverage and the sustainability of service delivery and the health system better integrate environmental concerns in waste management practices to mitigate or limit its impact on environment(s) and prevent and reduce diseases related to climate change.
One of HEART Programme effort is to be involved in supporting the ILI-SARI (Influenza Like Illness Severe Acute Respiratory Infections) surveillance. The ILI-SARI is an initiative that aims to identify illnesses as the earliest as possible to allow minimum treatment costs and impact nationwide. The surveillance laboratory is the prime partner in the initiative which supervises laboratories around the country.
Task description
This UNV assignment is part of the Health Governance Initiative (HEART) Programme for ILI-SARI.
This Project Clerk position will support in managing logistics of the surveillance laboratory, including distribution, consumption/utilization reporting, and recording, and will close collaboration with the Ministry of Health.
Under the supervision of the Technical Specialist/HEART Cluster Lead, the UN Volunteer will undertake the following tasks:
1. Support the project team to ensure effective project planning and implementation focusing on the 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.
2. Support in managing logistics of the surveillance laboratory, including distribution, consumption/utilization reporting, and recording.
• Support in reagents and consumables procurement planning and reporting as well as carrying out daily logistic and data records.
• Assist in identifying cost-effective products by comparing prices in considering to Lab equipment compatibility belong to the Labs (Institutional, Regional Health Laboratories, Regional Public Health Laboratories, and Health Quarantine Centres).
• Support in preparing SOPs for regional/district sample transfers.
• Assist in calculating reagent and consumables demands, based on reagent consumption history and examination as well as anticipation of potential disease outbreaks in order to prevent excess supply.
• Maintain good communication and collaborate with Users in Hospitals and Public Health Laboratories
• Collaborate with other divisions to expedite programs delivery and indicator achievement.
• Support other related tasks in reference to the Laboratory Surveillance Technical Work-ing Group.
3. Provides administrative support to the Project Management Unit (PMU) focusing on achievement of the following results:
• Support PMU and project team for administrative and office coordination of project implementation activities to process and follow-up on administrative actions, e.g. request for payment, recruitment, and appointment of personnel, travel arrangements, event arrangements, cash distribution (direct cash or by transfer), training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance, VAT exemption, asset management, etc.
• Effective administration of general office matters 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, and workshops; routine administrative tasks, including maintaining attendance records, assessing telephone billing, etc.
• Effective implementation of operations policies for gender-sensitive approach at the project level.
• Keep records of project expenditures, and ensure all project-related financial documentation is well maintained and readily available when required by the Project Manager, Project Associate, or Budget Management Associate;
• Ensure that project funds are used in compliance with the Project Document and financial rules and procedures.
4. Support strategic partnerships and communication, as well as support the implementation of resource mobilization.
• Support the PMU and project team 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 departments, 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 with data collection for gender analysis and gender mainstreaming at the project level.
5. Supports knowledge building and knowledge sharing focusing on the achievement of the following results:
• Participation in the training for the operations/ projects staff.
• Contributions to knowledge networks and communities of practice.
• Ensure active participation in the knowledge sharing in gender analysis and gender mainstreaming.
6. The incumbent of the position should contribute to avoiding any kind of discriminatory behavior including gender discrimination and ensuring that:
• Human rights and gender equality are prioritized as an ethical principle within all actions.
• Activities are designed and implemented in accordance with the “Social and Environmental Standards of UNDP”.
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, or gender are respected within all implementations including data production.
• Differentiated needs of women and men are considered.
• An 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, training, etc. introduced.
This Project Clerk position will support in managing logistics of the surveillance laboratory, including distribution, consumption/utilization reporting, and recording, and will close collaboration with the Ministry of Health.
Under the supervision of the Technical Specialist/HEART Cluster Lead, the UN Volunteer will undertake the following tasks:
1. Support the project team to ensure effective project planning and implementation focusing on the 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.
2. Support in managing logistics of the surveillance laboratory, including distribution, consumption/utilization reporting, and recording.
• Support in reagents and consumables procurement planning and reporting as well as carrying out daily logistic and data records.
• Assist in identifying cost-effective products by comparing prices in considering to Lab equipment compatibility belong to the Labs (Institutional, Regional Health Laboratories, Regional Public Health Laboratories, and Health Quarantine Centres).
• Support in preparing SOPs for regional/district sample transfers.
• Assist in calculating reagent and consumables demands, based on reagent consumption history and examination as well as anticipation of potential disease outbreaks in order to prevent excess supply.
• Maintain good communication and collaborate with Users in Hospitals and Public Health Laboratories
• Collaborate with other divisions to expedite programs delivery and indicator achievement.
• Support other related tasks in reference to the Laboratory Surveillance Technical Work-ing Group.
3. Provides administrative support to the Project Management Unit (PMU) focusing on achievement of the following results:
• Support PMU and project team for administrative and office coordination of project implementation activities to process and follow-up on administrative actions, e.g. request for payment, recruitment, and appointment of personnel, travel arrangements, event arrangements, cash distribution (direct cash or by transfer), training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance, VAT exemption, asset management, etc.
• Effective administration of general office matters 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, and workshops; routine administrative tasks, including maintaining attendance records, assessing telephone billing, etc.
• Effective implementation of operations policies for gender-sensitive approach at the project level.
• Keep records of project expenditures, and ensure all project-related financial documentation is well maintained and readily available when required by the Project Manager, Project Associate, or Budget Management Associate;
• Ensure that project funds are used in compliance with the Project Document and financial rules and procedures.
4. Support strategic partnerships and communication, as well as support the implementation of resource mobilization.
• Support the PMU and project team 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 departments, 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 with data collection for gender analysis and gender mainstreaming at the project level.
5. Supports knowledge building and knowledge sharing focusing on the achievement of the following results:
• Participation in the training for the operations/ projects staff.
• Contributions to knowledge networks and communities of practice.
• Ensure active participation in the knowledge sharing in gender analysis and gender mainstreaming.
6. The incumbent of the position should contribute to avoiding any kind of discriminatory behavior including gender discrimination and ensuring that:
• Human rights and gender equality are prioritized as an ethical principle within all actions.
• Activities are designed and implemented in accordance with the “Social and Environmental Standards of UNDP”.
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, or gender are respected within all implementations including data production.
• Differentiated needs of women and men are considered.
• An 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, training, etc. introduced.
This vacancy is now closed.