Join UNDP as a Project Assistant Support Sustainable Development and Drive Positive Change. 2024

June 8, 2024

6 minutes read

Job Posting: Project Assistant (ROSTER RECRUITMENT) at UNDP

Location: Indonesia
Agency: United Nations Development Program (UNDP)
Grade: NPSA-5
Contract Duration: 6 months
Application Deadline: June 23, 2024
Job ID: 18611

Background

The United Nations Development Program (UNDP) is a global development network advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. Our work spans over 170 countries and territories, where we collaborate with governments and people on their own solutions to global and national development challenges. UNDP’s mission is to eradicate poverty and reduce inequalities through sustainable development. Our efforts are aligned with the 2030 Agenda for Sustainable Development and its 17 Sustainable Development Goals (SDGs).

At the core of UNDP’s work are the principles of diversity, equity, and inclusion. We value diversity as an expression of the multiplicity of nations and cultures where we operate. We foster inclusion as a way of ensuring that all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP, including our values and inspiring stories.

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 to ensure that these standards are upheld.

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.

NOTE: This announcement is for a roster for current and future vacancies in UNDP Indonesia. 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 descriptions, experience, and educational requirements.

Duties and Responsibilities

The Project Assistant will play a crucial role in supporting the effective planning and implementation of projects, ensuring that all administrative and logistical tasks are handled efficiently. The responsibilities include but are not limited to:

Support the Project Team to Ensure Effective Project Planning and Implementation:

Data Compilation and Summarization: Assist in compiling and summarizing information and data for the formulation of project work plans. This involves gathering relevant data from various sources and organizing it into comprehensive reports that can be used for planning and decision-making.
Budget Drafting: In consultation with the project team, draft annual/quarterly budgets and proposals on implementation arrangements. Ensure that all budget proposals are realistic and align with the project’s goals and objectives.
Document Review: Support project implementation in accordance with the project documents, annual work plans, and other agreements between UNDP and responsible partners. Review project documents for completeness and compliance with relevant rules and procedures. Identify inconsistencies and refer them to the supervisor for resolution.
Information Presentation: Compile, summarize, and present basic information/data on specific projects and related topics. This includes creating presentations, reports, and other documentation to communicate project progress and findings effectively.
Gender Analysis: Contribute to and support data collection for gender analysis and gender mainstreaming at the project level. Ensure that gender considerations are integrated into all aspects of project planning and implementation.
Administrative and Logistical Support: Provide administrative and logistical support to ensure successful project delivery. This includes organizing and coordinating project events, managing procurement and finance-related activities, handling contract management, overseeing recruitment processes, and coordinating field visits and project-related missions.

Support Partnerships and Resource Mobilization:

Establish and Maintain Contacts: Establish and maintain contacts and cooperation with relevant UN agencies, government institutions, and other partners and stakeholders. Build and nurture relationships to support project implementation and resource mobilization.
Database Management: Provide support in updating the database of relevant public and development partners, and other stakeholders who are counterparts for the project. Ensure that all contact information is accurate and up-to-date.
Regular Communication: Support regular communication with partners, project counterparts, stakeholders, and beneficiaries. Facilitate effective information sharing and collaboration among all parties involved in the project.
Information Dissemination: Support the dissemination of high-quality information and visibility of project activities among stakeholders. Use various communication channels to ensure that project achievements and updates are widely known and understood.
Resource Mobilization: Assist the project team in identifying and gathering information on opportunities for resource mobilization. Help prepare proposals and other documentation needed to secure additional funding for the project.

Provide Support to Effective Monitoring, Evaluation, and Reporting on Progress of Project Implementation:

Monitoring System Implementation: Support the implementation of the project monitoring system in alignment with its Monitoring and Evaluation framework. Facilitate effective information sharing on project status and the achievement of targets.
Data Collection and Analysis: Collect, analyze, and present information for monitoring and evaluation of project implementation against project targets. This includes preparing reports for audit purposes and ensuring that all data is accurate and reliable.
Internal Evaluations and Surveys: Assist the team in the design and conduct of internal evaluations and surveys. Identify gaps in implementation and provide support in bridging those gaps in consultation with the supervisor and partners.
Progress Meetings and Visits: Support the organization of progress meetings, field, and study visits to monitor project implementation. Assist in organizing workshops, roundtables, and conferences within the project.
Risk Management: Assist in the implementation of effective risk management for the project. Develop a well-documented risk mitigation plan and support the monitoring of previously identified and emerging risks. Update the status of risks in relevant project risk logs and/or databases.
Budget Monitoring: Monitor the project budget, financial resources, and accounting for effective and transparent use of available resources. Ensure accuracy and reliability of data/information used in financial reports.
Reporting: Support the preparation of weekly, quarterly, annual, and other requested project reports in line with monitoring and reporting guidelines and donor requirements.

Support Knowledge Building and Knowledge Sharing Relevant to the Assigned Project:

Training Participation: Participate in training on internal procedures for the project staff and provide support to the organization of training and other capacity-building activities as needed.
Knowledge Networks: Make sound contributions to knowledge networks and communities of practice. Share insights and best practices with colleagues and partners.
Record Maintenance: Maintain organized records of project data, field activities, case studies, human-interest stories, photographs, and other relevant documents. Ensure that these records are easily accessible and can be used for knowledge sharing and advocacy.
Additional Duties: Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Project Assistant works under the general supervision of the Project Manager and collaborates closely with the operations, program, and project staff in UNDP Indonesia. This collaborative approach ensures that the Project Assistant is well-integrated into the team and can effectively support project implementation.

Competencies

Core Competencies:

Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline. Ensures that all tasks are completed to a high standard and within the specified timeframe.
Think Innovatively: Open to creative ideas and known risks, is a pragmatic problem solver, makes improvements. Continuously seeks out new ways to improve processes and solve problems.
Learn Continuously: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback. Demonstrates a commitment to continuous learning and development.
Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. Remains effective and productive in a dynamic and changing environment.
Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident. Demonstrates resilience and determination in achieving goals.
Engage and Partner: Demonstrates compassion and understanding towards others, forms positive relationships. Builds strong, collaborative relationships with colleagues and partners.
Enable Diversity and Inclusion: Appreciates and respects differences, aware of unconscious bias, confronts discrimination. Promotes an inclusive and respectful work environment.

Cross-Functional & Technical Competencies:

Business Management – 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. Ensures that all data is accurate, reliable, and used effectively.
Business Management – Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed. Stays up-to-date with technological advancements and incorporates them into work processes.
Business Management – 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 fulfill and understand the real customers’ needs. Provides inputs to the development of customer service strategy. Looks for ways to add value beyond clients’ immediate requests. Anticipates client’s upcoming needs and concerns.
Business Management – Communication: Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication. Tailors messages and chooses communication methods depending on the audience. Manages communications internally and externally, through media, social media, and other appropriate channels.
Business Management – Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and program performance and results. Ensures that monitoring processes are thorough and effective.
Finance – Budget Management: Ability to support budgetary

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