Scope of Work
The Provincial Platform Coordinator for Jambi Province roles and responsibilities is as follows:
1.Support the project team to ensure effective implementation and achievement of results focusing on achievement of the following results:
•Support the Jambi Regional Implementation Team in facilitating the implementation of Provincial Action Plan. The tasks including ensuring that PAP Semester Implementation Report is prepared and submitted on time to the National Action Plan (NAP) SPO National Implementation Team. The Report will be part of NAP SPO Implementation Report for the President.
•Independently provides full range of project management and implementation assistance at all phases of the project cycle for, typically, a large and highly complex component of the project initiatives, seeking guidance only in exceptional circumstances.
•Coordination of administrative aspect of project planning and preparation work for, typically, a large and highly complex component of the project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval.
•Provide high quality analysis and draft presentation of information/data on specific project and related topics; highlight noteworthy issues/trends for consideration by appropriate parties.
•Provide effective supervisory and advisory role in development and implementation of project standard operating procedures, effective monitoring of project performance and timely production of results oriented draft progress reports in line with the government and UNDP’s regulations.
2. Provide effective support to the planning, budgeting, and implementation of the project
•Preparation and analysis of project budget proposals; funding source, prepares monitoring checklists, provides interpretation of budget guidelines; reviews and coordinates submissions of work proposal and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
•Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources
•Effective monitoring of budgetary commitments, including verification of charges and obligation documents for all financial transactions; lead periodic budget revisions and ensures appropriate resource allocations; finalize reconciliation of accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager.
•Timely preparation of quarterly project reports, in line with the standard template and presents it to the project assurance team on a timely manner;
•Analysis of the situation a large size - complex project, identification of operational and financial problems, development of solutions.
•Timely preparation for audit of project, leading the team in implementation of audit recommendations.
3. Provides administrative support to the Project Management Unit focusing on achievement of the following results:
•Provision of guidance to implementing partner and serves as focal point for coordination, monitoring and expedition of project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, 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.
•Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in project evaluation; monitor implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against project objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training, authorization of payments, disbursement of funds, procurement of equipment and services, security, etc.
•Provision of secretariat services to working groups, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; compiles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.
•Effective collaboration with project manager on various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
•Lead project team in preparation of formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
•Supervision of office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.
4. Support strategic partnerships and support to the implementation of resource mobilization
•Liaise and work with North Sumatra Estate Crop office (Dinas Perkebunan) as Project Key counterpart to ensure platform related activities in the province implemented in accordance with Project annual work plan and budget.
•Support the Jambi Regional Implementation Team in facilitating dialogue and organizing meetings, workshops and events supporting the implementation of PAP SPO implementation and SPO development in the province. Work will include preparation of TOR, invitation, internal memos, MoM, etc. Identify and provide input to the platform team on thematic issues that will need solution findings and stakeholder discussions to strengthen the implementation of North Sumatra Provincial Action Plan SPO and.
•Work with SPOI Stakeholder Engagement Officer to identify potential stakeholders to be engaged and ensuring support to Provincial Action Plan (PAP) SPO implementation and Regional Implementation Team facilitation. Keep frequent updates on the database and contact details of potential stakeholders (individual or organization) as well as the ones who participate in Platform Activities;
•Establishment and monitoring of updated internal databases relevant to the scope of project activities.
•Preparation of design of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews.
•Finalization and publication of report in multiple languages as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project,
•In coordination with UNDP’s Communication unit and other relevant counterpart communications department drafts project summaries, coordinates with editor, translation services, etc.
•Preparation of correspondence and communications related to all aspects of project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports
•Updated progress of implementation on resource mobilization, advise team from operational perspective for effective mobilization of resource and timely reporting
5.Supports knowledge building and knowledge sharing focusing on achievement of the following results:
•Organization of trainings for the operations/ projects staff.
•Synthesis of lessons learned and best practices in project support management
•Contributions to knowledge networks and communities of practice.
•Effective contribution to 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;