Job Description

Background

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

Pulse Lab Jakarta combines data science and social research to help make sense of our interconnected, interdependent, and complex world. The Lab is a joint facility of the United Nations and the Government of Indonesia, via the United Nations Global Pulse and the Ministry of National Development and Planning (BAPPENAS) respectively. As the first innovation lab of its kind in Asia, Pulse Lab Jakarta is working to close information gaps in the development and humanitarian sectors through the adoption of big data, real time analytics and artificial intelligence. As a lab, PLJ needs to continue to push the boundaries of experimentation with new data types and emerging technologies in relation to sustainable development and humanitarian action. This includes exploring new data sources for insights into salient development issues; combining new digital data sources with existing datasets to gain new insights; and exploring the nexus between advanced data analytics and human-centred approaches. PLJ is looking for a Project Assistant who will work closely with the PLJ team and report to the Government Partnership Coordinator . In the performance of his/her duties, the Program Assistant will engage with PLJ’s government counterparts and partners, in particular with the Centre for Development Planning Data and Information (Pusdatin) of the Ministry of National Development Planning (BAPPENAS).
Institutional Arrangement The Project Assistant will be directly supervised by the Government Partnership Coordinator.

Duties and Responsibilities

Scope of Work The Project Assistant (PA) will be responsible for the overall administration and/or additional support for the project (contractual, organizational, financial, logistical, etc). The Project Assistant will report to the Government and Partnership Coordinator. Generally, the Project Assistant will be responsible for supporting the Government Partnership Coordinator in managing and overseeing the analytic partnership projects with government counterparts. More specifically, the Project Assistant will undertake the following tasks: 1. Support PLJ team to ensure effective project planning, budgeting and implementation • Assists in the coordination of project planning, work plans and preparation work for, typically, a medium-size and complex component of the project initiatives;

• Compiles, summarizes, and presents basic information/data on specific projects and related topics or issues.
• Reviews project documents especially cost plans/budgets, 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.
• Contribute to day-to day project implementation and ensure conformity to expected results and project’s worplans;
• 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

• Prepare of budget revisions, provide support to the preparation of annual work plans as well as project meetings, audit, operational and financial closure of a project.
• Support the preparation of annual reports, in line with the monitoring and reporting guidelines and present it to the project team in timely manner;
• Monitor project activities, drafts related status reports, identify shortfalls in delivery, budget overruns, etc., and brings to the attention of management
• Provide administrative support for preparation of high quality and results oriented progress reports.

3. Provides administrative support

• Serves as focal point for the administrative implementation of governance mechanisms for Pulse Lab Jakarta, including the organization of Joint Steering Committee and Technical Committee Meetings;
• Support coordination with government partners and assist in logistical organization of meetings, training and workshops;
• Maintain project filing system;
• Provide support on the general office assistance such as response to complex 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, , etc.
• Drafts correspondence on budget-related issues, periodic reports, briefing notes, graphic and

statistical summaries, accounting spreadsheets, etc. 4. Support strategic partnerships, communication and support to the implementation of resource mobilization mobilization

• Updatedatabase of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;
• In coordination with PLJ’s Communications team 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.
• In coordination with relevant teams, support in any PLJ’s public engagement activities
• Support in conducting due diligence on potential and existing partners

5. Supports knowledge building and knowledge sharing • Participatee in the training for the operations/ projects staff.

• Provide support in developing a synthesis of lessons learned and best practices of PLJ’s projects for internal and external purposes .
• Contribute to knowledge networks and communities of practice.
• Contribute to PLJ’s learning and 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 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

REQUIRED COMPETENCY CORE BEHAVIOURTAL - LEVEL 1 ( INDIVIDUAL CONTRIBUTOR ) Achieve Results

• Demonstrates focus on achieving quality results and impact
• Consistently strives to meet or exceed excellent standards
• Efficiently establishes appropriate plans and resources for self and others to accomplish goals
• Holds self and others accountable for results

Think Innovatively

• Seeks patterns and clarity outside, across and beyond boxes and categories, resists false certainty and simplistic binary choices
• Looks beyond conventional approaches and established methods
• Proposes new ideas, approaches and solutions to problems

Learn Continuously

• Actively pursues opportunities for learning and self-development, professionally and personally
• Keeps up to date with new developments in own professional area
• Proactively seeks feedback, demonstrates a desire to learn from others as well as from experience, both positive and negative
• Contributes to the learning of others

Adapt with Agility

• Actively pursues opportunities for learning and self-development, professionally and personally
• Keeps up to date with new developments in own professional area

Act with Determination

• Is flexible in handling change, and adopts new ideas, approaches and ways of working
• Seamlessly adapts to working with new situations or contexts, with new people, and in different ways
• Participates in, supports, or drives meaningful change in UNDP
• Is comfortable with ambiguity and effectively manages juggling multiple demands

Engage and Partner

• Demonstrates and encourages teamwork and co-creation, internally and externally, to achieve joint objectives and results
• Acts in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others

Enable Diversity and Inclusion

• Understands and appreciates issues from the perspective of others
• Treats all individuals with respect, considers ethical implications and responds sensitively to all differences among people
• Fully accepts and values all people, creating an inclusive environment
• Understands that inclusion is multi-faceted (e.g. race, gender, age, disability, culture, etc.) and treats everyone fairly and equally
• Demonstrates honesty and transparency

CROSS FUNCTIONAL COMPETENCIES Digital Awareness and Literacy Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed 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 Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate Channels
TECHNICAL COMPETENCIES Gender Gender Mainstreaming UN policy knowledge - ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity Innovation Technology and Innovation Verbal and written communication Ability to effectively communicate both verbally and in writing to convey key facts and findings

Required Skills and Experience

Minimum Qualifications of the Successful NPSA Min. Academic Education Bachelor’s degree in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences or other relevant fields of study would be desirable, but it is not a requirement. Min. years of relevant Work experience Minimum 2 years of professional experience, preferably in the field of development for candidates with Bachelor’s degree Required skills and competencies

• Strong knowledge and experience in project management support are essential as well as ability to draft correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Good inter-personal skills, including good political nous;
• Full time availability for project management support duties is essential.
• Ability to work in a team
• Strong analytical skills
• Clear, persuasive writing skills in both English and Bahasa Indonesia;

Desired additional skills and competencies

• Knowledge of and experience in supporting administration of UN projects will be highly desirable.

• Up-to-date computer skills required, knowledge of spreadsheet and database packages (MS office applications )

• Familiar with Government and UN/UNDP procedures would be desirable

• Experience in handling of web based management systems would be preferable.

• Good understanding of Indonesian government systems, including a sound understanding of government working mechanisms, communication structures, reporting requirements, and cultural norms would be preferable

• Demonstrated ability to translate complex information into a product that is digestible by a nontechnical audience;

Required Language(s) (at working level) Fluent in both Bahasa Indonesia and English.

Disclaimer

Important applicant information

All posts in the NPSA categories are subject to local recruitment.

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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.

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