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  • Organization: UNDP - United Nations Development Programme
  • Location: Jakarta
  • Grade: SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement - Administrative support
  • Occupational Groups:
    • Environment
    • Operations and Administrations
    • Administrative support
    • Sustainable trade and development
    • Project and Programme Management
    • Procurement
  • Closing Date: 2019-07-19

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Project Clerk (Admin) for  Combating Illegal Wild Trade (CIWT)

Jakarta (Indonesia)

Background

“UNDP is the UN's global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in about 170 countries and territories, including Indonesia, working to eradicate poverty while protecting the planet. UNDP supports implementation of the Sustainable Development Goals (SDGs). In Indonesia, UNDP works with the Government to integrate SDGs into national plan and policies.”

The hunting and distribution of protected wildlife still takes place in all regions of Indonesia every year. This can be seen from the high number of wildlife crimes. In 2017 it reached more than 140 arrests of perpetrators of illegal hunting and distribution. Tigers, elephants, rhinos, primates, birds, fish, and reptiles of various types become commercial commodities for perpetrators. It is estimated that Indonesia losses IDR 9 trillion per year caused by wildlife trade. The trade of protected wildlife includes living animals, body parts and its products. The number of protected wildlife hunting and distribution is still high due to the high demand at the local, national and international markets. Usually, the wild animals are traded to be used as pet animals, traditional medicines, food ingredients, ceremonial or religious media, jewelry, or ornaments.

The other reason that wildlife trade is still happening also because the risks received by the perpetrators are still lower than the profits earned (high profit and low risk). The penalties received by the perpetrators do not cause a deterrent effect so that the recidivism rate (the perpetrators who repeat their actions after receiving imprisonment) reaches more than 20%, especially for perpetrators of high-value wildlife hunting and trafficking, such as pangolin and tigers. To expedite this illegal business, various modus operandi is developed by the perpetrators to avoid detection and law enforcement.

Conventional mode where sellers and buyers meet directly, or either using intermediaries, and even online trading mode can be easily found these days. The interrupted communication system is the modus developed by drug traffickers, and it is also applied in the case of wildlife, making it difficult to the law enforcement officials to find the key actors of the hunting and distribution of wildlife. The government has tried to prevent pre-emptively, preventively and repressively, but the occurrence of violations of protected wildlife is still happening.

Currently the apparatus's detection capability has increased. This is proven by the number of arrests reaching hundreds every year since 2016. Even so, the practices of illegal hunting and trading are still often occurred because the intensity of crime is still greater compared to the law enforcement efforts that have been done. Efforts against illegal trading to protect wildlife still face challenges in several ways, such as; limited ability of law enforcement officials in investigation; the lack of understanding of the prosecutors and judges in the issue of conservation of protected animals so that existing penalties have not given a deterrent effect on the perpetrators; the loopholes that hinder the effectiveness of law enforcement processes; the cooperation and coordination between law enforcement is not optimal; lack of public participation in monitoring and providing support to law enforcement officials in handling cases; customary law in the community about the use of animals; and also the lack of cooperation with other countries to tackle transnational crime.

This position is located primarily in project management unit under overall guidance National Project Manager to support the project on a day-to-day basis to cover administration functions such as procurement, HR, general office and general project administration.

Under the overall guidance of the National Project Manager, the Project Clerk provides project support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery

Duties and Responsibilities

DESCRIPTION OF RESPONSIBILITIES

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.
  • Reviews project documents 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;

2. Support to the effective reporting on progress of project implementation

  • Support to the preparation of 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.

3. Provides administrative support to the Project Management Unit focusing on achievement of the following results:

  • Support the focal point for administrative, HR, Procurement, Security and office coordination of project implementation activities to process and follow-up on administrative actions, 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.
  • 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.

4. Support strategic partnerships, communication and support to the implementation of resource mobilization

  • Support 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.

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.

6. 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.

Competencies

Operational Effectiveness

  • Ability to perform a variety of repetitive and routine tasks and duties related to programme support
  • Ability to review data, identify and adjust discrepancies
  • Ability to handle a large volume of work possibly under time constraints
  • Good knowledge of administrative rules and regulations
  • Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
  • Ability to organize and complete multiple tasks by establishing priorities

Managing data

  • Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
  • Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
  • Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
  • Interprets data, draws conclusions and/or identifies patterns which support the work of others

Managing documents, correspondence and reports

  • Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
  • Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
  • Shows sound grasp of grammar, spelling and structure in the required language
  • Ensures correspondence, reports and documents comply with established UN standards
  • Ability to produce accurate and well documented records conforming to the required standard

Planning, organizing and multi-tasking

  • Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
  • Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs
  • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:*

Diploma (3 years) or Bachelor degree in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences or other relevant fields of study

Experience:*

Minimum 4 years (Diploma) and 2 years (Bachelor) of relevant professional experience, preferably in the field of development

Language Requirements:

  • Ability to written and spoken English is required;

Other Requirements:

  • Demonstrated familiarity with UNDP development projects in Indonesia is an advantage
  • Knowledge of and experience in supporting administration of Illegal Wildlife Trade projects will be highly desirable.
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 Indonesia 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 Indonesia at the same grade level and with similar job description, experience and education requirements.

Disclaimer

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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