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 Indonesia is one of the world’s largest producers of palm oil and has received much attention in recent years particularly from the global community, concerning the sustainability of palm oil production. The Government of Indonesia is taking steps towards building a greener economy that promotes growth, equity, improved livelihood and environmental integrity including in the palm oil sector. In order to promote sustainable palm oil production and practices in Indonesia, the Ministry of Agriculture, the United Nations Development Program (UNDP) and several multinational companies have launched the Sustainable Palm Oil Initiative (SPOI). The SPOI aims at improving the capacity of oil palm smallholders and conserve natural resources. The SPOI also works in collaboration with the Ministry of the Environment and Forestry as well as other relevant government institutions to achieve the goals of the initiative. The UNDP has been working together with the Ministry of Agriculture to develop and organize five key components of SPOI to achieve the country’s goals of sustainable palm oil, which include: (1) strengthening smallholders capacity through increased productivity and better environmental management, (2) enhancing biodiversity conservation, as well as mitigate and monitor greenhouse gas (GHG) emissions, (3) facilitating social responsibility through empowering local communities and enhancing mediation systems, (4) reinforcing the ISPO framework by improving ISPO standards for wider acceptance and improved market access, and (5) establishing national and sub-national multi-stakeholder platforms on sustainable palm oil Indonesia. The Government of Indonesia has agreed to move forward to achieve its sustainable palm oil goals through these five key components, which discussions and dialogues will utilize the national multi-stakeholder platform – FoKSBI [Forum Kelapa Sawit Berkelanjutan] – see www.FoKSBI.id for reference on missions and objectives of this platform. As extension of the National Platform, the provincial platform is established in three pilot provinces (Riau, North Sumatera, and West Kalimantan) and three districts (Pelalawan, South Tapanuli, and Sintang). Establishment of the Provincial and District platform is followed with the creation of Provincial Action Plan and District Strategy in each of the provinces and districts. Following its success in supporting the implementation of NAP SPO in the above-mentioned provinces and districts, with the additional funding support from SECO (Swiss State Secretariat for Economic Affairs), the project rolls out its activities to Jambi province and Tebo District. In Jambi Province the project will support the implementation of Jambi Provincial Action Plan and strengthening function of the Provincial Implementation Team of Jambi. Meanwhile, in Tebo District, the project will support the development of District Action Plan of SPO, formation of District Implementation Team, and building the capacity of oil palm smallholders. To support implementation in Jambi Province, the project is hiring a Provincial Coordinator for Jambi Province. The Provincial Coordinator will report to the National Platform Manager and with a close consultation and working relations with Landscape Coordinator. Institutional Arrangement

• The Stakeholder Liaison Support will work in the daily basis and will report to National Platform Manager. He or She also will have to work closely and having regular consultation with Landscape Coordinator especially for landscape related activities in Jambi and Tebo.

• He or She will work closely with the Jambi Estate Crops Office (Dinas Perkebunan), and work with Tebo District Office of Estate Crops, Livestock, and Fisheries (Dinas Perkebunan, Peternakan, dan Perikanan) and related local government offices and stakeholder in Jambi and Tebo in facilitating the legalization and implementation of the Provincial Action Plan and the Regional Implementation Team.

Duties and Responsibilities

Scope of Work The Provincial Platform Coordinator for Jambi Province roles and responsibilities is as follows: 1.Support the project team to ensure effective implementation and achievement of results focusing on achievement of the following results:

• Support the Jambi Regional Implementation Team in facilitating the implementation of Provincial Action Plan. The tasks including ensuring that PAP Semester Implementation Report is prepared and submitted on time to the National Action Plan (NAP) SPO National Implementation Team. The Report will be part of NAP SPO Implementation Report for the President.
• Independently provides full range of project management and implementation assistance at all phases of the project cycle for, typically, a large and highly complex component of the project initiatives, seeking guidance only in exceptional circumstances.
• Coordination of administrative aspect of project planning and preparation work for, typically, a large and highly complex component of the project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval.
• Provide high quality analysis and draft presentation of information/data on specific project and related topics; highlight noteworthy issues/trends for consideration by appropriate parties.
• Provide effective supervisory and advisory role in development and implementation of project standard operating procedures, effective monitoring of project performance and timely production of results oriented draft progress reports in line with the government and UNDP’s regulations.

2. Provide effective support to the planning, budgeting, and implementation of the project

• Preparation and analysis of project budget proposals; funding source, prepares monitoring checklists, provides interpretation of budget guidelines; reviews and coordinates submissions of work proposal and budget estimates, ensuring that 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.
• Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources
• Effective monitoring of budgetary commitments, including verification of charges and obligation documents for all financial transactions; lead periodic budget revisions and ensures appropriate resource allocations; finalize reconciliation of accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager.
• Timely preparation of quarterly project reports, in line with the standard template and presents it to the project assurance team on a timely manner;
• Analysis of the situation a large size - complex project, identification of operational and financial problems, development of solutions.
• Timely preparation for audit of project, leading the team in implementation of audit recommendations.

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, prepare standard terms of reference against project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve 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.
• Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in project evaluation; monitor implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against project objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training, authorization of payments, disbursement of funds, procurement of equipment and services, security, etc.
• Provision of secretariat services to working groups, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; compiles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.
• Effective collaboration with project manager on various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Lead project team in preparation of formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
• Supervision of office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.

4. Support strategic partnerships and support to the implementation of resource mobilization

• Liaise and work with North Sumatra Estate Crop office (Dinas Perkebunan) as Project Key counterpart to ensure platform related activities in the province implemented in accordance with Project annual work plan and budget.
• Support the Jambi Regional Implementation Team in facilitating dialogue and organizing meetings, workshops and events supporting the implementation of PAP SPO implementation and SPO development in the province. Work will include preparation of TOR, invitation, internal memos, MoM, etc. Identify and provide input to the platform team on thematic issues that will need solution findings and stakeholder discussions to strengthen the implementation of North Sumatra Provincial Action Plan SPO and.
• Work with SPOI Stakeholder Engagement Officer to identify potential stakeholders to be engaged and ensuring support to Provincial Action Plan (PAP) SPO implementation and Regional Implementation Team facilitation. Keep frequent updates on the database and contact details of potential stakeholders (individual or organization) as well as the ones who participate in Platform Activities;
• Establishment and monitoring of updated internal databases relevant to the scope of project activities.
• Preparation of design of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews.
• Finalization and publication of report in multiple languages 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.
• Preparation of correspondence and communications related to all aspects of project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports
• Updated progress of implementation on resource mobilization, advise team from operational perspective for effective mobilization of resource and timely reporting

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 support management
• Contributions to knowledge networks and communities of practice.
• Effective contribution to 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;

Competencies

REQUIRED COMPETENCY CORE BEHAVIOURTAL - Level 2: Supervisor / Associate / Analyst 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

PEOPLE MANAGEMENT COMPETENCIES Demonstrate Empathy and Emotional Intelligence

• Genuinely care about people; demonstrate empathy with the joys and pains of others
• Enable the wellbeing of the team(s)
• Read a group’s emotional currents and power relationships, identifying influencers, networks, and organisational dynamics; adapt leadership styles at the appropriate times
• See the positive in people, situations, and events

Motivate and Direct

• Create and communicate a compelling vision and purpose
• Align people and resources with organisational vision, strategy, objectives
• Understand and proactively build the team/organisation culture

Build an Enabling Workplace

• Create a working environment where people are engaged and want to do their best; empower and enable team members to perform and have a positive workplace experience
• Promote honesty, openness, trust and psychological safety and create opportunities to innovate and learn
• Recruit and promote individuals based upon objective measures and meritocracy; acknowledge and utilise the talent of others
• Encourage collective action and integration

Build Capability

• Identify and develop talent in individuals, providing positive support to enable them to achieve their potential
• Foster learning or development of others by giving feedback, guidance, and support; support career development of others
• Have willingness and ability to delegate to help people learn, including from failure

Manage Performance and Ensure Accountability

• Ensure regular conversations with people about work
• Provide positive and constructive feedback
• Discuss poor performance in a timely manner
• Provide praise and recognition, as well as ensure accountability

Lead with Humility

• Be authentic and transparent, act with integrity
• Be accessible and available to team members they lead
• Encourage debate and discussion, creating a culture where people are comfortable to challenge senior leaders and feel listened to
• Be modest, giving credit for success to others and admit own shortcomings

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 Data Analysis and Presentation Identify trends and issues associated with unusual or complex transactions and present data in a meaningful manners to facilitate discussions, draw conclusions or make pragmatic decisions.

Required Skills and Experience

Minimum Qualifications of the Successful NPSA Min. Academic Education Bachelor in Agricultural Science, Management, Administration, International relations, International law, or other studies Min. years of relevant Work experience Minimum four (4) years working experience in related field, preferably with knowledge of palm oil production/certification, local community empowerment and environmental protection, forest governance, climate change mitigation strategies and rural development. Required skills and competencies

• Experience in project management, coordination and implementation.
• Experience working with agribusiness and smallholders’ producers.
• Experience in facilitating stakeholder engagement, action plan development and implementation, in a multi-stakeholder setting.
• Good communication and negotiation skills required; diplomatic approach preferred.
• Good organizational skills, with strong experience in organizing and facilitating meetings and workshops.
• Ability to produce a good quality report.
• Ability to work with minimum supervision
• Strong teamwork skills.
• Strong computer literacy and proficiency in MS Office (MS Word, Excel, etc.);

Desired additional skills and competencies

• Knowledge of sustainable palm oil development will be an advantage.

• Demonstrated ability to liaise, coordinate and work with NGOs, companies and government agencies in Indonesia local level.

• Knowledge of agriculture, forestry or environmental issues essential

Required Language(s) (at working level) Good ability for written and spoken in Bahasa Indonesia and English

ATLAS Position Number 00174536

Disclaimer

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