Project Admin Clerk United Nations Development Programme Experience: 0 to 3 Years Jakarta, Indonesia Apply By: 10-10-2024

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.

Enabling Blue Innovation Solutions for ASEAN’s Blue Economic Growth

In recognition of the importance of Blue Economy in supporting economic development, UNDP Indonesia with funding supports from the Government of Japan initiates the ‘Enabling Blue Innovation Solutions for ASEAN’s Blue Economic Growth’ Project. It aims to demonstrate innovative solutions from the local community, women organizations, universities, start-ups and civil society organizations to advance the blue economy in the ASEAN region and beyond after recently adopted the ASEAN Blue Economy Framework. Promoting the latest technological solutions through innovative challenges to safeguard the marine ecosystem, propel advancements in ocean climate solutions, and advocating for circular approaches to combat plastic pollution while enhancing traceability in sustainable fisheries is not only a strategic move; it is an imperative. 

• The project will be implemented into three components: (1) innovation challenges, (2) incubation programs, and (3) business matchmaking, not only it fosters blue innovation solutions critical for ASEAN’s economic growth but also aligns seamlessly with key Sustainable Development Goals (SDGs), namely: SDG 1, SDG 6, SDG 13 and SDG 14. This holistic approach underscores the initiative’s multifaceted impact, making it a pivotal force in driving positive change across interconnected aspects of sustainable development in the ASEAN region.
• Furthermore, throughout its 12-month implementation, the Project aims that at least 2,200 innovation proposals are received from the ASEAN Member States and Timor Leste. Of those, 60 are awarded, with the remaining receiving technical advice to improve their business models and learn about blue, SDGs, and impact investing. The selected innovation solutions will directly benefit at least 396,000 people, with 30 percent being women. These solutions will address marine plastic pollution, climate issues, sustainable tourism, and sustainable fisheries. At least 220 investors, including 30 percent women-owned businesses, will directly benefit from business matchmaking and learning about blue, SDGs, and impact investing. At least 176 government officials, with 30 percent being women, will directly benefit from incubation engagement and business matchmaking.

Duties and Responsibilities

Summary of key functions: 

The Project Admin Clerk will support the delivery of the programme/ projects by entering and managing project data in systems and by providing daily financial-related support to programme/project implementation consistent with UNDP rules and regulations.

The key responsibilities of the Project Admin Clerk are described below: 

Support the project teams to ensure effective project planning and implementation focusing on achievement of the following results: 

• Compile, summarize, and present basic information/data on specific projects and related topics or issues.
• Assist in the coordination of project planning and preparation work
• Provide accounting and administrative support

Support 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 administration of the preparation of quarterly project reports;
• To provide administrative support and accurate data collection for preparation of results-oriented progress reports.
• Compiles, summarizes and enters data on project delivery, drafts related status reports;

Provides administrative support to the Project Management Unit focusing on achievement of the following results: 

• Support to review the following documents : Project Cash Advance (PCA), Cash Distribution.
• To serve as a backup for Travel Processor.
• Support for Administrative and office coordination of project implementation activities to process and follow-up on administrative actions, e.g. 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
• Coordinating the schedule of task forces and secretariat staff, making arrangements for: major activities/meetings, local travel, arranging for accommodation, arranging for land transportation, securing travel insurance and clearance

Support strategic partnerships, communication and support to the implementation of resource mobilization 

• Support in updating contact lists 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.

Support 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.

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that; 

• •    Human rights and gender equality are 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.

Institutional Arrangement

• This position is under supervision of National Project Coordinator for the JSB ASEAN Blue Economy Development Project. S/he will support the Project Associate in the implementation of the activities in level of Project Management Unit (PMU) of the Accelerating the Implementation of the ASEAN Blue Economy Development Project.

Required Skills and Experience

Min. Education requirements    

• Bachelor’s degree in accounting , management or relevant areas, with additional years of experiences, or High School with additional 4 years of relevant experience will be given due consideration in lieu of Bachelor’s degree

Min. years of relevant work experience     

• 1 year experience (for bachelor’s degree) or 4 years with High School of professional experiences in project admin and its coordination

Required  skills     

• Solid knowledge and practical experience in assisting project/program implementation;
• Strong interpersonal skills, communication, and ability to work in a team
• Strong report writing skills

Desired skills in addition to the competencies covered in the Competencies section    

• Familiar with Government and UN/UNDP procedures would be desirable
• computer skills required, knowledge of spreadsheet and database
• packages
• Experience in collecting administration report
• Previous experience working in the area of environment or relevant
• areas would be highly desirable
• Experience in preparing material and assisting the administrative
• activities.
• Previous experience working for environment related project
• administration would be highly desirable

Required Language(s)     

• Good in written and spoken English is required;
• Fluency in written and spoken Bahasa Indonesia is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20960