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.

The United Nations Development programme in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, HR UNDP Indonesia is opening vacancies for roster of qualified personnel to be based not only in Jakarta but also in other areas as required. Candidates will be assessed by UNDP Human Resources  team for particular type/level of function.

Project Associate will work in close collaboration with the operations, programme and project staff in UNDP Indonesia, as required and come under the supervision of the Project Manager.

Duties and Responsibilities

1. Supports management and implementation of programme/project activities focusing on achievement of the following results:

• Provide administrative and logistical support to the Team; handle travel services for staff and meeting participants.
• Performs a role of Originator (travel arrangerto facilitate official travel according to UNDP Rules and Regulations
• Efficient facilitation of workshops, team meetings and other related conferences including but not limited to logistics, administrative and procurement support;
• Coordinate with various suppliers/service providers needed for the workshop (e.g. venue, equipment, consultants, etc.) obtain quotations and process payments to these suppliers
• Assist in developing procurement plans  to ensure compliance with UNDP policies and standards.
• Support in recruitment for project related-staff/consultant/intern; assist in preparing the TOR, selection memo, budget, and coordinating with candidates.
• Assist in procurement of goods and services including Individual Contracts, Institutional Contracts, Contracts for Professional Services, LTAs and ensure supporting documentation needed for contract files is obtained
• Work closely with the procurement team to plan and manage procurement and operational activities.
• Efficient consultant management including contractual process, well-monitored milestones and deliverables
• Support in processing payments of ICs, contractual services and vendors and provide quality checks of vouchers in terms of accuracy and documentation.
• Assist in reviewing and keeping track of planned activities as well as assessing the progress toward and the achievement of planned targets in accordance with Annual Work Plan (AWP).
• Support in consolidating the data from multiple ATLAS financial reports, including expenditures and commitments monitoring and tracking.
• As applicable, include any relevant data/information/policy framework that may be required for each activity.  
• Leads maintenance of the inventory of programme/project assets/equipment and programme/project correspondence and files
• Supports the team in providing guidance on routine implementation of the project, tracking the use of financial resources.
• Any other functions to be assigned by the supervisor.

2. Supports budget management and donor reporting focusing on achievement of the following results:

• Effective support to UNDP’s internal financial management including undertaking necessary ATLAS system to support finance solutions on budget management, prepare of budget/project award revisions, and generate of relevant financial reports
• Coordinate with the Team in AWP preparation and project budget revisions, ensuring that activities, targets and benchmarks have been formulated according to standard procedures and meet the programmatic standards and agreements with the donor and partners.
• Preparation of relevant information, specifically related to reports and financial analysis
• Supports the preparation of relevant documents and review of donor/third-party contribution agreements, managing contribution in the Revenue Management system
• Assist in the process of project’ audit assurance activities and evaluations

3. 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 Project Associate will work under the supervison of Project Manager and provide support to project team members in all administrative and procurement processes in the programme implementation to accelerate its delivery and ensure the processes align with UNDP’s rules, regulations and practices.

Competencies

CORE COMPETENCIES

• Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner: Demonstrate compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

CROSS-FUNCTIONAL AND TECHNICAL COMPETENCIES

• Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
• 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.
• 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 request.  Ability to acticipate clients’ upcoming needs and concerns. 
• Operations Management: Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms. 
• Travel Policy and Procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters. 
• Finance Planning and Budgeting: Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting.?

Required Skills and Experience

Academic Education:

• Bachelor’s degree in Public Administration, Economics, Political Science, Social Sciences, Business Administration, Human Resource and any other related fields would be preferable or
• High school degree with   6  years of relevant experience will be given due consideration in lieu of Bachelor degree  

Experience:

• Minimum 6 years of relevant administrative experience for High School degree or 3 years for a bachelor’s degree of relevant in programme and administrative support

Required Skills:

• Experience working with UNDP and/or UN system or other International organizations would be desirable
• Demonstrated ability to manage workshops/events organization support and/or logistical arrangements.

Additional Skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems
• Experience in handling of web-based management systems
• Experience in financial reporting of the projects 

Language:

• Fluency in English and Bahasa Indonesia. 
• Working knowledge of another UN language is an asset.

APPLICANTS MUST COMPLETE THE P11 FORM AND SUBMIT IT AS PART OF THEIR APPLICATION. Click here to download the form: - https://bit.ly/3R8T1mv

UN 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. Female candidates are strongly encouraged to apply. All applications will be treated with the strictest confidence.

UN 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 UN Indonesia at the same grade level and with similar job descriptions, experience, and education requirements.