United Nations Development Programme (UNDP)

Project Clerk/Admin (Accelerating Clean Energy Access to Reduce Inequality - 2 Posts)

United Nations Development Programme (UNDP)

Job Description

“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.” Anchored in the 2030 Agenda for the Sustainable Development Goals (SDGs) and committed to the principles of universality, equality and leaving no one behind, the UNDP has issued the UNDP Strategic Plan 2018-2021 as guideline to help countries achieve SDGs by focusing UNDP’s competence and expertise on three sets of development settings: 1. Eradicate poverty in all its forms and dimensions; 2. Accelerate structural transformation for sustainable development by addressing inequalities, transitioning to zero-carbon development & building a more inclusive accountable governance system; 3. Build resilience to shocks and crises. In alignment with the UNDP Strategic Plan to reduce inequality, the acceleration of access to electricity using locally available renewable resources is a feasible intervention. Notably, because there are about 2,000 villages in Indonesia without sustainable access to power, and there are 17,000 islands in Indonesia that makes national grid interconnection is costly. The Government of Indonesia has been addressing this challenge by allocating state-owned budgets for rural electrification programme. With current fiscal capacity, meeting the target of national electrification with quality of service remains a big challenge. UNDP, with funding support from KOICA Indonesia, implements a 4 years project titled “Accelerating Clean Energy Access to Reduce Inequality (ACCESS).” Under overall oversight from UNDP Indonesia, the project will be implemented in Indonesia and Timor-Leste in collaboration with UNDP Timor-Leste. The Ministry of Energy and Mineral Resources (MEMR) and KOICA Indonesia are the implementing partners of the ACCESS project in Indonesia, while the Ministry of State Administration (MSA) and KOICA Timor-Leste are the partners in Timor-Leste. The ACCESS project's objective is for the poor and most vulnerable communities to have equitable and sustainable access to basic services required for improving livelihoods. In Indonesia, the ACCESS project locationsa are 23 villages in East Nusa Tenggara, West Sulawesi, Southeast Sulawesi and Central Kalimantan Provinces, while in Timor-Leste are 25 villages in Dili, Bobonaro and Manatuto municipalities. The expected outputs of the ACCESS project are: Output 1: Renewable-based energy infrastructures are constructed, providing access to electricity for households in 23 targeted villages of 4 Provinces in Indonesia that can be monitored remotely. Output 2: Local capacity is in place to operate and maintain built energy infrastructures. Output 3: Local institutions established to enhance sustainability and scaled-up use of built energy infrastructures. Output 4: providing sustainable access to clean water and lighting in Timor-Leste in 25 remote villages by installing 11 solar PV water pumps and 1000 Highly Efficient Solar Lamp System (LTSHE). Output 5: Results dissemination and reach-out for scaling up. For the project implementation, UNDP establishes Project Management Unit (PMU) in both Indonesia and Timor-Leste. The PMU consists of National Project Manager, Technical Engineer, Technical Officers, Monitoring and Outreach officer, Project Finance Associate, and Administrative support. UNDP Senior Advisor for Sustainable Energy will supervise the NPM and assuring that the PMU delivers the project's outputs. Project Board consists of government partners, KOICA, and UNDP will be established to provide advisory and strategic guidance to the project. This position is located primarily in project management unit under overall guidance project officer/associate to support the project on a day-to-day basis to cover administration functions such as procurement, HR, general office and general project administration. (Note: Security is a key function can be covered under this position and should be factored as an essential project management cost. However, security personnel are normally outsourced). The Project Admin Clerk provides project support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. Duties and 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) in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences or other relevant fields of study. Experience: * Minimum 3 years of relevant professional experience for diploma’s degree or 1 years for bachelor’s degree, 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 Government and UN/UNDP 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 Important applicant information All posts in the SC 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. Workforce diversity UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence. 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