Project Assistant (ROSTER RECRUITMENT)

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UNDP - United Nations Development Programme


Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
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

 

NOTE: This Announcement is for a Roster for current and future vacancies in UNDP Indonesia. 

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.


Duties and Responsibilities

Support the project team to ensure effective project planning and implementation.

  • Assist in compiling and summarizing information and data for the formulation of project work plans. In consultation with project team, draft annual/quarterly budgets, proposals on implementation arrangements, and on other specific project related topics or issues. 
  • Support project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and responsible partners. Review project documents for completeness and compliance with relevant rules and procedures and identify inconsistencies for referral to supervisor.
  • Compile, summarize and present basic information/data on a specific project and related topics or issues; 
  • Contribute to and support data collection for gender analysis and gender mainstreaming at the project level. 
  • Provide administrative and logistical support to ensure successful project delivery that includes organization/coordination of project events, procurement and finance-related activities, contract management, recruitment, and coordination of field visits and project-related missions.

Support partnerships and resource mobilization.

  • Establish and maintain contacts and cooperation with the relevant UN Agencies, government institutions, and other partners and relevant stakeholders. Provide support in updating database of the relevant public and development partners, and other stakeholders who are counterparts for the project.
  • Support regular communication with partners, project counterparts, stakeholders, and beneficiaries. 
    Support dissemination of high-quality information and visibility of the project activities among the stakeholders. 
  • Assist project team in identifying and gathering information on opportunities for resource mobilization.

Provide support to the effective monitoring, evaluation, and reporting on progress of project implementation.

  • Support implementation of the project monitoring system in alignment with its Monitoring and Evaluation framework to facilitate effective information sharing on project status and achievement of targets. 
  • Collect, analyze and present information for monitoring and evaluation of project implementation against project targets as well as for audit purposes. Assist team in the design and conduct of internal evaluations and surveys. Identify gaps in implementation and provide support in bridging those gaps in consultation with supervisor and partners.
  • Support the organization of progress meetings, field, and study visits to monitor project implementation and support organization of workshops, roundtables, and conferences within the project.
  • Assist in implementation of effective risk management for the project with a well-documented risk mitigation plan in place. Support monitoring of previously identified and emerging risks. Update the status of risks in relevant project risk logs and/or databases. 
  • Monitor project budget, financial resources, and accounting for effective and transparent use of available resources and to ensure accuracy and reliability of data/information used in financial reports. 
  • Support the preparation of weekly, quarterly, annual, and other requested project reports in line with monitoring and reporting guidelines and donor requirements.

 

Support knowledge building and knowledge sharing relevant to the assigned project.

  • Participate in training on internal procedures for the project staff and provide support to the organization of training and other capacity building activities as needed. 
  • Make sound contributions to knowledge networks and communities of practice. 
  • Maintain organized records of project data, field activities, case studies, human-interest stories, photographs, and other relevant documents that can be drawn upon in support of knowledge sharing and advocacy.

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 Project Assistant works under the general supervision of Project Manager and collaborates closely with the operations, programme and project staff in UNDP Indonesia, as required.

 
Competencies

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 (insert up to 7 competencies) 

Thematic Area Name Definition
Business Management  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
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
Business Management  Customer Satisfaction/Client Management 
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Business Management  Communication
  • Ability to 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. 
Business Management  Monitoring
  • Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
Technical – Finance  Budget management
  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Administration & Operations Event Management
  • Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
 
 
 
Required Skills and Experience

 
Minimum Education requirements
  • Secondary education is required, or  
  • University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

 

Minimum years of relevant work experience 

Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience is required 

 

Required skills  Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.
Desired skills in addition to the competencies covered in the Competencies section
  • Experience in preparation of financial reports and overviews 
  • Knowledge of monitoring and evaluation tools 
  • Knowledge of project management processes 
  • Knowledge of procurement procedures of national / international organizations  
Required Language(s) 
  • Fluency in the UN language of the duty station is required.
  • Fluency of the national language of the duty station is required for local personnel.
Professional Certificates  
 
 
Disclaimer

 

 
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.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
Scam warning

 
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

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