Project Information Management Assistant

iered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

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.
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.
Indonesia is one of the world’s largest producers of palm oil and a major cocoa grower, making these commodities critical to rural livelihoods and export revenue. They have received much attention in recent years particularly from the global community concerned about the sustainability of palm oil production. In response, the Government of Indonesia is taking steps

towards building a greener economy that promotes growth, equity, improved livelihood and environmental integrity. At the same time, smallholder farmers, who form the backbone of these sectors, often struggle with low productivity and limited market access, keeping them in cycles of poverty. Smallholders manage a large share of Indonesia’s agriculture – approximately 40% of the nation’s oil palm plantation area is in the hands of 2.6 million smallholder farmers, and the vast majority of cocoa is grown by small family farms. These farmers often lack access to high-quality seedlings, training, and finance.
Efforts are underway at multiple levels to address these challenges and promote more sustainable commodity production, but better policy coherence is needed. At the national level, the Government of Indonesia is strengthening its policy framework for sustainable agriculture. Notably, a new Presidential Regulation on ISPO is being formulated to expand certification to all plantation actors (including independent smallholders and downstream industries like biofuel), with provisions for financial support to small farmers. The government is also finalizing a National Action Plan for Sustainable Palm Oil (2025–2029) to guide provinces in aligning development with sustainability goals. In the cocoa sector, platforms such as the Cocoa Sustainability Partnership (a multi-stakeholder initiative) aim to improve coordination of sustainability efforts, from farmer training to market linkages. At the regional and international level, Indonesia is actively engaging in partnerships to harmonize sustainability standards.
The Forest Agriculture and Sustainable Trade (FAST) Project is a strategic initiative aimed at transforming Indonesia’s agricultural commodity systems, focusing on palm oil and cocoa. Indonesia is a global leader in the production of these commodities, but unsustainable practices have led to significant deforestation, biodiversity loss, and socio-economic challenges for smallholder farmers. The FAST project, funded by the UK Foreign, Commonwealth & Development Office (FCDO), seeks to address these challenges by supporting sustainable land use, certification systems (e.g., ISPO), and supply chain transparency.
The FAST project will be implemented under UNDP’s Direct Implementation Modality (DIM) in collaboration with key government stakeholders, including the Coordinating Ministry of Economic Affairs, the Coordinating Ministry of Food, and the Ministry of Agriculture. The UNDP Environment Unit will oversee implementation, ensuring that project objectives align with national policies and the UNDP Country Programme Document (CPD) 2021-2025.
Data management is crucial to ensure coherence, transparency, and impact. Therefore, the project requires a dedicated Project Information Management Assistant to facilitate coordination among partners, support inclusive participation, and promote learning across different components. The Project Information Management Assistant is instrumental in establishing and maintaining a structured, quality-assured information management system that centralizes, organizes, and preserves project documentation and knowledge, ensuring accessibility, audit readiness, compliance, and efficient information sharing to support effective project implementation and reporting, including the delivery of Indonesia’s 7th National Report. In addition, the Assistant will be supporting function for managing project data and knowledge management, ensuring that key documents, progress reports, lessons learned, and best practices are systematically collected, organized, and stored in accessible formats. By maintaining an effective data management system and ensuring consistent and accurate messaging, supporting knowledge sharing, and enhancing project visibility at national and international levels, this position will strengthen stakeholder ownership and contribute to the long-term sustainability and replication of FAST’s outcomes.
 

Duties and Responsibilities

Reporting, Knowledge Product Development, and Compliance
•    Support the formatting, editing, and production of reports, presentations, policy briefs, and other knowledge products based on technical inputs provided by project personnel and consultants.
•    Maintain a central, organized repository of all supporting documentation and evidence required for donor reporting, audits, evaluations, assurance reviews, and project closure.
•    Assist in the consolidation of project component reports on a monthly, quarterly, and annual basis as required by UNDP, donors, and government partners.
•    Support information consolidation and routine documentation management for key national reporting processes, such as Indonesia's 7th National Report to the Convention on Biological Diversity (CBD).

Project Monitoring and Knowledge Management
•    Regular reporting on identified risk, issues and challenges which may affect the
project implementation and achievements of project’s objectives.
•    Consolidation of project component reports on monthly, quarterly and annual report basis as required by Implementing Partner, UNDP and the donors
•    Support project staff in the routine documentation and synthesis of lessons learned, good practices, and institutional knowledge generated through project implementation.
•    Actively prepare FAST communication products (including publications and digital media products, video and photography production) and campaigns (including events) in relation to FAST activities, nationally and internationally in close coordination with relevant UNDP and UN communication officers
•    Contribute to basic knowledge sharing and data gathering in key thematic areas, including gender analysis and mainstreaming.
•    Provide administrative and logistical support for monitoring and evaluation activities, including updating trackers for evaluation recommendations.
•    Effective support to the implementation of evaluation recommendations.

Information Systems and Document Management
•    System Maintenance: Maintain project information repositories, filing systems, and digital document management platforms (e.g., SharePoint, shared drives) on a day-to-day basis.
•    Archiving & Cataloguing: Consolidate, organize, catalogue, and archive all project records, including technical datasets, consultant outputs, research reports, meeting minutes, and mission reports.
•    Apply prevailing standard operating procedures into production of document, version control, metadata tagging, and efficient information retrieval.
•    Assist in managing routine access rights and permissions for digital information systems to safeguard data security and ensure appropriate access for team members.

Internal Coordination and Administrative Support
•    Facilitate internal information sharing and day-to-day coordination among project team members, consultants, and key counterparts by ensuring timely access to relevant documents and data.
•    Assist in drafting routine supporting documents required for project activities, such as standard Terms of Reference (TORs) for meetings, workshops, and short-term consultants.

•    Provide administrative and logistical support for information-generating events (workshops, focus group discussions, technical meetings), including the timely preparation of meeting minutes and action points.
•    Maintaining partnerships with relevant stakeholders such as central government, local government, private sector, academics, experts, and youth groups.

Supports knowledge building and knowledge sharing focusing on achievement of the
following results:
•    Participation in the trainings for project staff
•    Synthesis of lessons learned and best practices fromproject implementation.
•    Contributions to knowledge networks and communities of practice.

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.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement
Under the overall guidance of the National Project Manager (NPM), the Project Information Management Assistant will support the project on a day-to-day basis to cover knowledge and data management aspect of the project and expected to work closely with project team, as well as UNDP’s Communication Unit.
 

Competencies

Minimum Qualifications of the Successful NPSA

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.