Background

The incumbent will work under the close and direct supervision of the Country Director based in IFAD country office in Indonesia (ICO) and will be responsible for the provision of administrative, clerical, and secretarial support ensuring high quality of work; ensures accurate, timely and properly recorded/documented service delivery. This includes GEF portfolio. To this effect, the incumbent applies initiative, judgement and discretion, based on broad knowledge of IFAD administrative policies and procedures. The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow and management of information. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the Programme Liaison Associate in IFAD HQ and the Country Programme Assistant in IFAD Indonesia Country Office to ensure consistent service delivery.

This position is located primarily in project management unit under overall guidance project officer or in a large project report to Operations Manager position 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/operational costs. However, security personnel are normally outsourced.)

Under the overall guidance of the , the Junior Project 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.

• 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 the administration in preparing 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 and accurate data collection 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 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.

• Effective administration of general office matters 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.

• Effective implementation of operations policies for gender sensitive approach at the project level

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.

• Effective contribution and support of with data collection for gender analysis and gender mainstreaming at project level

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

• Ensure active participation in the 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 is 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

Required Skills and Experience

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION. Click here to download the form: https://bit.ly/P11-DOWNLOAD

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 description, experience and education requirements.

Other Requirements: · IFAD/UNDP reserves the right to conduct background checks on applicants, including but not limited to reference checks with previous employers and criminal records