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Junior Project Clerk - SMILE

Jakarta (Indonesia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Jakarta (Indonesia)
  • Grade: Level not specified
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: 2021-06-23

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Office/Unit/Project Description 


Indonesia has a generally well performing immunization program but there remain important discrepancies within and between regions and according to UNICEF there is a persisting immunization gap of 1.9 M children under immunized1. Access to immunization and adequate coverage is a key element of the Universal Health Coverage which Indonesia is committed to attain by 2019. Central to the immunization program is the vaccine supply chain. Assessments of the vaccine Supply Chain Management in Indonesia reveal (among other issues):

  • Poor visibility and unreliable stock monitoring (no real time stock monitoring) leading to poor planning, unequal distribution and delivery (e.g. demand-supply mismatch) and reactive management;
  • Suboptimal cold chain monitoring leading to wastage;
  • Substandard reporting, data flow and quality assurance on data;
  • Immunization workforce capacity (distribution, skills set, workload, etc.)

These issues, in turn, cause delayed progress, limited impact (by constrained coverage and prolonged stock out), stalled new vaccine introduction and suboptimal immunization at population level.

Contextual factors negatively impacting the vaccine SCM in Indonesia (and immunization overall) include the decentralization of a complex health system, extreme geography imposing physical and logistical challenges for vaccine supplies and information flow and ‘people factors. The later can be loosely described as including human resources landscape in the immunization program (supply side) and a range of social determinants comprising varying degrees of community awareness and acceptance of immunization (based on level of education, belief systems, agency and socioeconomics).

Although it is playing a critical role, vaccine Supply Chain has received comparatively little investment. Pressed to meet its commitment to Universal Health Coverage by 2019, Indonesia is in urgent need of innovation to improve vaccine supply chain management.

UNDP-Indonesia in collaboration with the MoH initiated an innovative solution for better SCM with Sistem Monitoring Imunisasi dan Logistik secara Elektronik (SMILE) project. A pilot project was initiated -with the support from UNDP- in two districts, Bogor and South Tangerang in West Java and Banten Provinces, respectively. At the core of the project is a human resources development component supported by a defined supervision plan and a rigorous training regimen. The system provides an integrated solution to address widespread inequities in vaccine coverage by supporting state governments in overcoming constraints of infrastructure, monitoring and management information systems and human resources. It helps track stock of vaccines as well as storage temperature of vaccines through SIM-enabled temperature loggers attached to the cold chain equipment.

As of July 2018, the system has been set up in 54 Puskesmas (Community Health Care Centre) in the two Provinces. The project engages with stakeholders at all levels: Ministry of Health (MoH), Provincial Health Office (PHO), District Health Office (DHO) and Health Facilities/Puskesmas. Series of trainer training for cold chain handlers and immunization staff have been completed. Trainees equipped with handsets implement SMILE  on a daily basis and the system is live since mid-July 2018. Specialized staff recruited by UNDP are constantly monitoring the implementation of the pilot. Cold chain data and vaccine stock (utilization) data is simultaneously updated in the SMILE application and uploaded on a cloud server which can then be viewed by program managers at district, province, and national level through online dashboards.

Moving forward, UNDP has now been asked by the Government of Indonesia to expand SMILE implementation to further include 700 cold chain points in 6 additional provinces. The final intent is to expand the SMILE implementation to all cold chain in Indonesia (around 10,000 health facilities) in a phase wise rollout during 2020-2024.

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



Duties and Responsibilities

Scope of Work

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 the administration in preparing work plans as well as meetings, audit, operational and financial administrative project.
•    Support to the preparation of project reports as requested, 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 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
•    Ensure active participation in learning and knowledge sharing in gender analysis and gender mainstreaming
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.

 Institutional Arrangement

The incumbent will report to the Project Officer SMILE who will be the primary supervisor of the incumbent.




Achieve Results
•Demonstrates focus on achieving quality results and impact
•Consistently strives to meet or exceed excellent standards
•Efficiently establishes appropriate plans and resources for self and others to accomplish goals
•Holds self and others accountable for results

Think Innovatively
•Seeks patterns and clarity outside, across and beyond boxes and categories, resists false certainty and simplistic binary choices
•Looks beyond conventional approaches and established methods
•Proposes new ideas, approaches and solutions to problems

Learn Continuously
•Actively pursues opportunities for learning and self-development, professionally and personally
•Keeps up to date with new developments in own professional area
•Proactively seeks feedback, demonstrates a desire to learn from others as well as from experience, both positive and negative
•Contributes to the learning of others

Adapt with Agility
•Actively pursues opportunities for learning and self-development, professionally and personally
•Keeps up to date with new developments in own professional area

Act with Determination
•Is flexible in handling change, and adopts new ideas, approaches and ways of working
•Seamlessly adapts to working with new situations or contexts, with new people, and in different ways
•Participates in, supports, or drives meaningful change in UNDP
•Is comfortable with ambiguity and effectively manages juggling multiple demands

Engage and Partner
•Demonstrates and encourages teamwork and co-creation, internally and externally, to achieve joint objectives and results
•Acts in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others

Enable Diversity and Inclusion
•Understands and appreciates issues from the perspective of others
•Treats all individuals with respect, considers ethical implications and responds sensitively to all differences among people
•Fully accepts and values all people, creating an inclusive environment
•Understands that inclusion is multi-faceted (e.g. race, gender, age, disability, culture, etc.) and treats everyone fairly and equally
•Demonstrates honesty and transparency

Digital Awareness and Literacy
Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed

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

Gender Mainstreaming

UN policy knowledge - ethics    
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Technology and Innovation


Required Skills and Experience

Minimum Academic Education

Bachelor degree

Minimum years of relevant Work experience

No experience is required, however some experience with the UNDP and/or UN agencies desirable

•    Fully computer literate
•    Good interpersonal skills

Desired additional skills and competencies

•   Knowledge of – or proven interest in – health program information; in relate with mobile phone application on immunization, nutrition/stunting, TB, community led total sanitation (STBM) and HIV areas.
•    Familiar with health information and data is an advantage
•   Demonstrated detail oriented orientation proactive attention to outcomes and expectations, ability to understand and effectively use information and data would be highly desirable
•    Demonstrate keen interest in the work of the UN
•  Demonsrated the ability to successfully interact with individuals from different cultural backgrounds and beliefs

Required Language(s) (at working level)

Fluency in English and Bahasa Indonesia in both writing and speaking

The following documents shall be required from the applicants:

a)    Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
b)    A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
c)    Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.



Important applicant information
All posts in the SC/NPSA categories are subject to local recruitment.

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.

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Please note that the person selected for this position will be offered a contract with UNDP under its National Personnel Services Agreement (N-PSA) modality; the UNDP Service Contract modality is phasing out over the coming year. 

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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