Project Clerk
Indonesia
- Organization: UNV - United Nations Volunteers
- Location: Indonesia
- Grade: Volunteer - National Youth - Locally recruited Volunteer
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Occupational Groups:
- Administrative support
- 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 meet- ing 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 multi-sector 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.
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 multi-sector 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.
Task description
This UNV assignment will support UNDP Health Governance Initiative (HEART) and will collaborate with other teams in the HEART Cluster and the Democratic Governance and Poverty Reduction (DGPRU) Unit. S/he will work closely with HEART Cluster project team (FMTA, BGSI, and other projects in HEART), operations units, and programme staff in the office to provide administrative, financial, procurement, and coordination assistance for HEART activities.
Under the supervision of the Budget Management Associate, the UN Volunteer will undertake the following tasks:
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;
• Implement project standard operating procedures in line with the government and UNDP’s regulations.
2. Support to the effective on progress of project implementation:
• Support Project Management Unit (PMU) and project team for administrative and office coordination 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 and accurate data collection for preparation of results-oriented progress reports.
3. Provides administrative support to the Project Management Unit focusing on achievement of the following results:
• Support Project Management Unit (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 distributions (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, 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 are 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, communication and support to the implementation of re- source mobilization:
• Support Project Management Unit (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 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;
• Effective contribution and support of with data collection for gender analysis and gender mainstreaming at project level.
5. 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 the knowledge sharing in gender analysis and gender mainstreaming.
6. The incumbent of the position should avoid any kind of discriminatory behaviour 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.
Under the supervision of the Budget Management Associate, the UN Volunteer will undertake the following tasks:
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;
• Implement project standard operating procedures in line with the government and UNDP’s regulations.
2. Support to the effective on progress of project implementation:
• Support Project Management Unit (PMU) and project team for administrative and office coordination 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 and accurate data collection for preparation of results-oriented progress reports.
3. Provides administrative support to the Project Management Unit focusing on achievement of the following results:
• Support Project Management Unit (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 distributions (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, 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 are 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, communication and support to the implementation of re- source mobilization:
• Support Project Management Unit (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 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;
• Effective contribution and support of with data collection for gender analysis and gender mainstreaming at project level.
5. 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 the knowledge sharing in gender analysis and gender mainstreaming.
6. The incumbent of the position should avoid any kind of discriminatory behaviour 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.
This vacancy is now closed.