Programme Associate - The Nias Island Transformation Projects (NITP) UNDP

PROGRAMME ASSOCIATE – NIAS ISLANDS TRANSITION PROJECTS (NITP) (FOR INDOESIAN NATIONALITY ONLY)
Location :	Jakarta, INDONESIA
Application Deadline :	20-May-10
Type of Contract :	Service Contract
Languages Required :	English
Duration of Initial Contract :	12 months
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Background
UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.  I. Organizational Context  UNDP is assisting the Government of Indonesia in implementing a Local Governance Transformation Programme that seeks to facilitate the local and provincial governments in Aceh and Nias in implementing a successful governance transition/transformation from a post-disaster to a longer term development. The Programme has currently two ongoing projects, namely the Aceh Government Transformation Programme (AGTP) and the Nias Island Transition Programme (NITP). In the longer term the Programme may be extended to cover other areas where governance transformation is required so that lessons learned and best practices from Aceh and Nias can be replicated elsewhere. A Programme Strategy will then be formulated to take into account the broad landscape of local governance transformation challenges in Indonesia, while emphasizing specific roles that UNDP envisions to play and the support that UNDP intends to provide, clarifying particular areas to focus, spelling out clear strategies in implementing the Programme, and identifying potential projects to be developed under the Programme, and including adequate plan for implementing the Programme (timeframe, human and financial resources, potential partners, etc.).  The Nias Island Transformation Projects (NITP) is a project implemented under the guidance and direct supervision of the North Sumatera Provincial Government and in collaboration with the two district governments of Nias and Nias Selatan. UNDP is the partner agency to this project, which is executed according to the "National Execution" modality agreed between UNDP and the Government of Indonesia. The project has three major components that are framed as outputs including:  Component 1: Transition Support Objective: BRR and local government transition processes completed for key provincial and district agencies and implemented in a timely, efficient and transparent manner; Compon Component 2: Local Government and Civil Society Capacity Building  Objective: Local government with civil society support complete priority reconstruction and rehabilitation activities after the transition;  Component 3: Disaster Risk Reduction Objective: Disaster Risk Reduction integrated into future local government development activities, including recovery and reconstruction; and, The NITP is currently in an initiation stage until further funding for a full roll-out becomes available. The National Project Director is to be assigned soon following an intensive consultation with relevant stakeholders at the national level, namely, Bappenas, Ministry of Home Affairs, Ministry of Finance and BRR, in which an appropriate senior official from the North Sumatra Province will be appointed.  DGU has established a project assurance team at the UNDP Country Office in Jakarta to provide general backstopping and oversight to the implementation of both AGTP and NITP projects by the Project Management Unit (PMU) of AGTP in Aceh and Project Management Unit (PMU) of NITP in Nias respectively.  Under the overall guidance of the Head of DGU and the direct/immediate supervision of the Programme Manager, the NITP Programme Associate will ensure an effective delivery of the NITP programmatic results by entering and managing data as well as supporting programme implementation that is consistent with UNDP rules and regulations. The Programme Associate may at times supervise clerical and support staff of the Project Management Unit (PMU) in order that the latter can prepare apporpiate data and information that comply with DGU requirements. The Programme Associate works in close collaboration with the Operations and Programme staff in Country Office and, where necessary, with Project staff in the UNDP Field Office in Aceh and Nias for resolving complex finance-related issues and facilitating exchange of information to ensure a smooth implementation of NITP Project.
Duties and Responsibilities
II. Function / Key Results Expected  1. Supports the formulation of programme strategies and the implementation of the Country Programme Action Plan focusing on achievement of the following results: Collection, analysis and presentation of background information for preparation of CCA, UNDAF, CPD, effective application of RBM tools and establishment of management targets (BSC). Presentation of background information for formulation of country programme, draft project documents, work plans, budgets, proposals on implementation arrangements. 2. Provides effective support to management of the CO programme to support NITP implementation focusing on the achievement of the following results: Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project. Provision of guidance to the executing agencies on routine implementation of projects. Presentation of information for audit of NEX projects, supports implementation of audit recommendations. Provide support to the NITP Programme Team related to contract management: Facilitate follow-ups in the processing of LOAs and other types of contract with project/programme partners in coordination with Programme Officer; Facilitate administrative clearance of LOAs and other types of contract with project/programme partners;  Facilitate payment processing of the LOAs and other types of contract with project/programme partners.  3. Provides administrative support to the Programme Unit focusing on achievement of the following results: Review of NITP project Financial Reports; vendors' approval in Atlas; preparation of non-PO vouchers for development projects. Maintenance of an internal expenditure control system to ensure that vouchers processed are matched and complete and that transactions are correctly recorded and posted in Atlas. Timely corrective actions are taken to resolve un-posted vouchers, including the vouchers with budget-check errors, match exceptions, and unapproved vouchers. Administer creation of requisitions in Atlas for projects and also registration of goods receipt in Atlas. Conduct budget checking for Atlas requisitions, POs and vouchers. Provide support to the NITP Programme Team related to staff recruitment including processing of project personnel under SSAs. This last case should be processed in conjunction with UNDP Aceh and Procurement Unit in Jakarta, in the following manner: Facilitate request for administrative & budget clearance for personnel recruitment (SSAs and other recruitment Provide support to NITP programme team related to administrative and logistic arrangement for meetings, workshops, etc, such as the following: Facilitate coordination with partners related to planning for meetings, workshops, etc. 4. Supports resource mobilization focusing on achievement of the following results: Analysis of information on donors, preparation of donor's profile. Track and reporting on mobilized resources. Review of contributions agreement, managing contributions in Atlas. 5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: Organization of trainings for the operations/ projects staff on programme. Synthesis of lessons learnt and best practices in programme. Sound contributions to knowledge networks and communities of practice. Provide support to NITP Programme Team related to data/information management (files, letters, reporting documents, etc.). Facilitate data/information management including maintenance of filing system both electronic and physical (of relevant documents of NITP Project). Facilitate correspondence with project/programme partners by preparing letters for clearance and signing by relevant UNDP officials and delivery to partners. Support with sorting data and information for project reports and programme updates as required. III. Impact of Results  The key results have an impact on the overall performance of the DGU and a successful implementation of programme strategies. Accurate analysis, data entry and presentation of information ensure proper programme implementation, particularly in association with transition-related capacity building of local government in Nias through NITP.
Competencies
IV. Competencies and Critical Success Factors Corporate Competencies: Demonstrates commitment to UNDP's mission, vision and values. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies: Knowledge Management and Learning Shares knowledge and experience Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting. Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems Good knowledge of Results Management Guide and Toolkit Leadership and Self-Management Focuses on result for the client and responds positively to feedback Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humored even under pressure Demonstrates openness to change and ability to manage complexities
Required Skills and Experience
V. Recruitment Qualifications Education: A University Degree in Social Sciences, Business or Public Administration. Experience: Minimum 5 years of progressively responsible administrative or programme experience is required. 5 years professional experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management system. Language Requirements:  (Proficient in English language, spoken and written. Ability to write reports, make presentation, etc) ALL APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION Female candidates are encouraged to apply UNDP 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 UNDP Indonesia at the same grade level and with similar job description, experience and education requirements.
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.
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