PROJECT ASSISTANT – SUPPORT TO BNPB (FOR INDONESIAN NATIONALITY ONLY)

Location :	Jakarta, INDONESIA
Application Deadline :	16-Jul-10
Type of Contract :	Service Contract
Post Level :	SC-5
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, the UNDP Country Office (CO), aim to be a bridge between Indonesia and all donors as well as maintaining our status 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 The project "Safer Communities Through Disaster Risk Reduction in Development" (SC-DRRD) is designed to make disaster risk reduction a normal part of the development process established in core functions of government and its public and private partners at all levels especially local communities where the most effective actions can be taken to reduce the physical, economic and social vulnerability to disasters. The ultimate aim of this project is to ensure that, over the long-term, development takes place in a way that disaster risks are considered and accounted for so that over time, a culture of safety becomes the norm in Indonesia leading to sustainable development and poverty reduction in Indonesia - one of the most disaster prone countries in the world. It is intended to attain four key outputs: 1) establishment of a disaster risk reduction policy, legal and regulatory framework, 2) establishment and strengthening of institutional systems that support decentralized disaster risk reduction integrated with local level development, 3) education and awareness programs established and strengthened to make development/disaster linkages understood and 4) the demonstration of disaster risk reduction initiatives that make communities safer. The Grant Agreement of the Project was signed between UNDP and Bappenas in September 2007 and it is planned to run until 2011 through the National Implementation (NIM) modality. To implement the SC-DRR programme, a Project Coordination and Implementation Support Unit (PCISU) has been established within the offices of the National Development Planning Agency (BAPPENAS) which is the executing agency for the project. The PCISU reports through its National Project Manager (NPM) to the Project Executive Board which is chaired by the National Project Director (NPD) from BAPPENAS. The Project Board is made up of BAPPENAS, the National Disaster Management Agency (BNPB) which is co-chair, the Ministry of Home Affairs (MOHA) and UNDP. The Strategic partnerships is established with other relevant GOI line ministries as well as with public and private partners at international, national, provincial, district, sub-district and village levels. Currently, the implementing partners at national level are BNPB, MOHA and Ministry of National Education, while at provincial levels are DIY Province, Central Java Province, NTT Province, Bengkulu Province, and West Sumatera Province. At city level is Kota Palu in Central Sulawesi. To decentralize the implementation of the Project, The Project Management Units at national and local levels has been established to support the implementation of activities in accordance with the agreed work plan, and hence to ensure meeting the DRR programme's objective. To implement the SCDRR at BNPB, the SCDRR is currently seeking 3 (three) highly qualified candidates to fill the Project Assistant (PA) posts who will be responsible for assisting BNPB in conducting activities related to SCDRR's outputs. Under direct supervision from the Project Associate – Support to BNPB, Project Assistants assume responsibility for the effectiveness and efficiencies in achieving project goal as stated in SCDRR's Project Document.  Duties and Responsibilities II. Summary of Key Functions: Support to project planning and implementation Support to project Monitoring and evaluation Support to preparation of project reporting Support to Knowledge building and knowledge sharing 1. Supports to project planning and implementation focusing on achievement of the following results: Assist in the assessment, collection and formulation of the program/activities (annual work-plan and quarterly work-plan) related to SCDRR's outputs based on priority of BNPB and Project Document of SCDRR; Prepare annual budget plan quarterly budget plan based on approved Financial and Budget Guideline; Prepare Terms of Reference (ToR), Letter of Agreements and other documents for required inputs (individual consultancy services, responsible parties, procurement of goods, organization of training, seminars, etc.); Ensure follow-up and ensure that required inputs are processed in a timely and transparent and accountable manner. Review project resource requirements and provide advice to the Project Associate BNPB on the need for budget adjustments and revision. Organize coordination meetings with relevant Deputy, Directorate and Sub-Directorate under BNPB, and other related agencies (Bappenas, SCDRR, UNDP and project partners), etc. as required; Maintain an up-to-date list of contact and other record system as necessary and document all document report, best practice and lesson learned to be disseminated to the relevant partners in the field (Local Government, NGOs and other related stake-holders); Review/approval time required to review/approve the outputs prior to authorizing payments. 2. Provides effective support in proper monitoring and evaluation focusing on achievement of the following results: Monitor project progress against annual work-plan and quarterly work-plan and budget plans related to project's outputs; Monitor and evaluate activities implemented by relevant directorate sub-directorate in BNPB; Liaise with the Implementing Directorate/Sub-Directorate under BNPB on the conduct of project evaluation and ensure access by the evaluators to project documentation, personnel and institutions involved in the project. 3. Ensures proper reporting focusing on achievement of the following results: Prepare project progress reports (quarterly and annual/financial and substantive) against set targets and indicators, with an analysis of evidence of progress towards planned outputs according to schedules, budgets, and inputs provided by the project. Prepare final project report, with an analysis of progress towards expected results as defined in the Project Document and subsequent work plan and budgets. 4. Supports knowledge building and knowledge sharing III. Impact of Results Under direct supervision from the Project Associate – Support to BNPB, Project Assistants assume responsibility for the effectiveness and efficiencies in achieving project goal as stated in SCDRR's Project Document. Competencies IV. Competencies Corporate Competencies Demonstrates commitment to UN mission, vision and values Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Excellent inter-personal and general communication skills Functional Competencies Knowledge Management and Learning Shares knowledge and experience Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies new acquired skills. Development and Operational Effectiveness Ability to perform a variety of standard tasks related to administrative and financial aspects Good knowledge of financial rules, regulations, and procedures of UNDP and Government; Well developed analytical and presentation skills; Ability to provide input to coordination related activities Ability to write clearly and concisely in English. Fully computer literate, with hands-on experience on enterprise resource planning software; Development and operational Effectiveness: (a) ability to perform a variety specialized tasks related to result management, including support to design, and planning implementation of program managing data and reporting. Leadership and Self-Management Ability to work with minimum supervision in a multi-cultural environment Focuses on result for the working group and responds positively to feedback Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humoured even under pressure Personal commitment to peace, tolerance and development; Must be a good team player committing to enhancing and bringing additional value to the work. Leadership and Self Management: (a) focuses on result for the client and responses positively to feedback; (b) consistently approaches work with attitude; (c) remain calm, in control and good humored even under pressure; (d) demonstrate openness to change and ability to manage complexities. Required Skills and Experience V. Recruitment Qualifications Education: Minimum a Bachelor degree in administration, economic, business, language, literature, management, engineering, or any other social sciences Experience: Minimum 4 years experience in programme and/or project management, admin, finance, procurement, secretarial works, or any other relevant fields. Language Requirements: Fluency in English with excellent verbal and written communication Other Requirements: Experience working with the UN would be a significant asset. Experience working in Disaster Management and/or Disaster Risk Reduction would be a significant asset. Experience working with Government institutions would be a significant asset; 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.