PROJECT ASSISTANT

Office/Unit/Project Description

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.

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.

Under the overall guidance of the Project Analyst, Project Assistant 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
 

Scope of Work

a.    Support the project team to ensure effective project planning and implementation focusing on achievement of the following results:
•    Assists in the coordination of project planning and preparation work for, typically, a medium- size and complex component of the project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval.
•    Compiles, summarizes, and presents basic information/data on specific project and related topics or issues.
•    Reviews project documents, especially cost plans/budgets, 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;
•    Provide effective support to the National Project Manager in putting together background information to assist the drafting of project documents, work plans, budgets, proposals, etc.
•    Play an active role in identifying project operational and financial problems, as well as in providing solutions.
b.    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

c.    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 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.
•    Effective implementation of operations policies for gender sensitive approach at the project level
 

d.    Support strategic partnerships, communication and support to the implementation of resource mobilization
•    Support in updating contact lists 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.

e.    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
•    Effective contribution to learning and knowledge sharing in gender analysis and gender mainstreaming.

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.

Institutional Arrangement

The Project Assistant will work under the overall supervision of the Project Analyst. The incumbent is expected to work closely with the project team and work closely with other team members in UNDP.
 

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
 

Minimum Qualifications of the Successful NPSA