23240 PROJECT ASSOCIATE for SP4N-LAPOR - SC 6 - (For Indonesian Nationality Only)
UNDP Indonesia
- Central Jakarta, IndonesiaMenara Thamrin, Jl. M.H. Thamrin Kav. 3, Jl. M.H. Thamrin Kav. 3, Kebon Sirih, Central Jakarta, Central Jakarta, Jakarta, IndonesiaCentral JakartaJakartaIndonesiaIndonesia
- Full timeFULL_TIME
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.”
On 20 September 2011, Indonesia, as one of the 8 founding governments formally launched the Open Government Partnership (OGP), endorsed the Open Government Declaration, and announced its national action plan. Following the launch of OGP, President Yudhoyono established an online G2C system (LAPOR) that supports the national public service compliant management system (SP4N) under the coordination of the President’s Delivery Unit for Development Monitoring and Oversight (UKP4) in 2012.
LAPOR is an online citizen complaints management system, and was designed to increase public participation in the supervision of programs and government performance as well as the provision of public services. LAPOR is an integrated online system that is easily accessible through various online platforms including 1) text messaging 1708 (based on Indonesia’s Independence day on 17 August), 2) mobile application (LAPOR!) on Android and Blackberry – IOS still under development, (3) the internet (www.lapor.go.id), 4) Facebook (facebook.com/LayananPengaduanOnlineRakyat), 4) Twitter (@LAPOR1708 or #LAPOR), 5) YouTube (@LAPOR1708), and 6) Instagram (@LAPOR1708).
Through these online platforms, citizens can submit their petitions and complaints to uncover issues internally or in-service provision in highlighting existing challenges. KemenPAN is the responsible agency for the management of daily operations and administration of LAPOR. Up until March 2017, LAPOR had attracted more than 560,000 users and continues to receive, on average, 800 daily reports through the platform. To this end, LAPOR has become the forerunner of national integrated complaints management systems.
Currently, under President Joko Widodo (Jokowi), LAPOR is still a cornerstone for complaints handling with KemenPAN, KSP, and ORI as the national partners of the system. In 2016, LAPOR was defined as the National Public Service Complaints Management System (SP4N: Sistem Pengelolaan Pengaduan Pelayanan Publik Nasional) based on KemenPAN No.3/2015 which led to the Presidential Regulation No.76/2013 on the management of public complaints within public services. Together, KemenPAN, ORI, and KSP manage LAPOR after the signing of Joint Memorandum of Understanding in March 2016 on the utilization of LAPOR as SP4N.
The United Nations Development Programme (UNDP) in Indonesia is initiating a new programme with the Korean International Cooperation Agency (KOICA) to support the Government of Indonesia in strengthening the capacity of government to handle civil petitions that can improve public service provision over time. In doing so, UNDP and KOICA will establish a tripartite collaboration with the Ministry of Administrative and Bureaucratic Reforms (Kemenpan) to develop a comprehensive and integrated national strategy on the public service complaint management system. This joint collaboration is also intended to capacitate respective agencies responsible for the management and operation of LAPOR.
Under the overall guidance and supervision of National Project Manager for SP4N-LAPOR, the Project Associate responsible to communicate and to coordinate with various shareholders and stakeholders of the SP4N-LAPOR project and to support the highly complex project on communication and project administration of SP4N-LAPOR project.
DESCRIPTION OF RESPONSIBILITIES
1. Support the project team to ensure effective project planning, budgeting and implementation focusing on achievement of the following results
- Coordination of project planning and preparation work for, typically, a large and highly complex component of the project initiatives;
- Analysis, researches, summary and presentation of basic information/data on specific project and related topics;
- Preparation for project documents and submission to relevant parties for approval by relevant parties
- Implementation of project standard operating procedures in line with the government and UNDP’s regulations;
2. Support to the effective reporting on progress of project implementation
- Preparation and analysis of project workplan and budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of work proposal and budget estimation, ensuring 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.
- Preparation of results oriented progress reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timely manner;
- Preparation of data for monitoring of projects ; categorization, updating, tracking and analysing data related to projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews
- Identification of issues and initiates requisite follow-up actions
- Preparation of reports on budget revisions, expenditures and obligations, verification availability of funds;
- Preparation for financial authorizations for expenditures to be approved and documentation in prevailing budget system;
- Preparation of annual and quarterly work plans as well as project board meetings, audit, operational and financial closure.
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,
- Preparation of standard terms of reference against project objectives, obtained necessary clearances, process and follow-up on administrative actions and provision of solutions to the 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.
- As focal point for responding to the complex information requests and inquiries; review and establishment of filling management system; organization of meetings, workshops; monitoring of implementation of various routine administrative tasks.
- Preparation of draft correspondence on complex budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
- Supervision of project support assistant, clerical level.
- Effective implementation of operations policies for gender sensitive approach at the project level
4. Support strategic partnerships and support to the implementation of resource mobilization focusing on the following results
- Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;
- Establishment of filing management for internal databases; updated statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews.
- Finalization and publication of multiple languages report 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. on
- Preparation of draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares project’s contributions for a variety of periodic reports
- Effective contribution to learning and knowledge sharing in gender analysis and gender mainstreaming
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 management support function
- 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.
Minimum Qualifications
Competencies
Core Competencies:
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work, including working in teams and empowering project staff to create an enabling gender equality environment on non-hierarchical bases.
- Facilitating and encouraging open communication in the team, communicating effectively including communication skills to exchange information, and key ideas in a manner that engages the audience and helps others to understand and retain messages about gender equality and parity
- Creating synergies through self-control
- Managing conflict including conflict resolving skills to manage gender barriers and gender blind behaviors within the project and with partners
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
Functional Competencies:
- Identifies relevant information for advocacy for a variety of audiences
Results-Based Programme Development and Management
- Provides information and documentation on specific stages of projects/programme implementation
Building Strategic Partnerships
- Analyzes general information and selects materials in support of partnership building initiatives
Innovation and Marketing New Approaches
- Documents and tracks innovative strategies/best practices/new approaches
Resource Mobilization
- Maintains information/databases on potential and actual donors
- Maintains database of project files
- Provides data and information needed for preparation of project documents
Promoting Organizational Learning and Knowledge Sharing
- Researches best practices and poses new, more effective ways of doing things
- Promotes knowledge management on gender equality issues
Job Knowledge/Technical Expertise
- Understands the main processes and methods of work regarding to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Demonstrates good knowledge of information technology and applies it in work assignments
- Theoretical and/or practical knowledge of gender equality and women’s empowerment in development programming
Global Leadership and Advocacy for UNDP’s Goals
- Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
Client Orientation
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Responds to client needs promptly
- Ability to consider that men and women are effected differently from different interventions and needs to be approached differently.
Recruitment Qualifications
Education:*
Bachelor degree in Public Administration, Communication, Economics, or other relevant fields of study would be desirable, but it is not a requirement.
Experience:*
Bachelor Degree with minimum 4 years of professional experience, preferably in the field of development.
Language Requirements:
- Fluency in written and spoken English is an absolute necessity;
- Fluency in written and spoken Bahasa Indonesia is required.
Other Requirements:
- Demonstrated strong familiarity with UNDP development projects in Indonesia is an advantage.
- Knowledge of and experience in supporting administration of humanitarian projects will be highly desirable.
- Strong knowledge and solid experience in coordination of project management support are essential as well as ability to draft high quality correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc
- Good inter-personal and team building skills.
- Full time availability for project management support duties is essential.
- Familiar with Government and UN/UNDP procedures would be desirable
- Advance computer skills required, knowledge of spreadsheet and database packages
- Experience in handling of web based management systems would be highly desirable.
Jobs Summary
- Job Level
- Associate / Supervisor
- Job Category
- Accounting and Finance
- Educational Requirement
- Bachelor's degree graduate
- Recruiter response to application
- Sometimes
- Office Address
- Menara Thamrin, Jl. M.H. Thamrin Kav. 3, Jl. M.H. Thamrin Kav. 3, Kebon Sirih, Central Jakarta