Project Clerk

Volunteering Admin Finance & Economy

Overview

Support UNDP's Health Governance Initiative and provide administrative assistance

You have:

• Demonstrated interest and/or experience in administration and financial areas.
• Excellent skills in general administration and office coordination.
• Strong knowledge and skills in basic financial management, event and travel management, and logistic arrangement especially for development projects.
• Familiar with government and/or UN/UNDP procedures would be desirable.
• Experience in budgeting, planning, and reporting would be an asset.
• A basic understanding of project management principles is an advantage.
• Experience in working collaboratively with a range of partners, and authorities at different levels is an asset.
• Proficiency in Ms. Office Suite (Word, Excel, PowerPoint, Outlook), conference meeting applications (Zoom, G-meet, or Ms. Team), and Google applications (G-Form, G-sheet, G-doc, etc).
• Self-motivated with strong organization and time management skills and ability to work under tight deadlines.
• Excellent interpersonal and communication skills (written and verbal); culturally and socially sensitive; ability to work and adapt professionally and effectively in a challenging and dynamic environment.
• Proficiency in Bahasa Indonesia and working knowledge in English.
• Have affinity with or interest in health issues, volunteerism as a mechanism for durable development, and the UN System.

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

UNDP Indonesia and the Ministry of Health have been working together in a long-term partnership on health governance that is aimed at narrowing health development gaps and meet- ing the SDGs commitments. This partnership has been expanded with the implementation of activities under the 2020-2025 Health Governance Initiative (HEART). HEART Programmes focus on the support to strengthen Indonesia's health system capacity through policy advocacy, evidence-based generation intervention, technical assistance, and partnerships by adoptions of information technology advancement with a total program budget of approximately USD 70 million.

The HEART Programme will have two outputs: (i) By 2025, strengthened national policy and institutional environment that is governing access to affordable medicines through evidence-based and multi-sector collaborations. (ii) By 2025, the performance of national programmes is improved and positively impacts the coverage and the sustainability of service delivery and the health system better integrate environmental concerns in waste management practices to mitigate or limit its impact on environment(s) and prevent and reduce diseases related to climate change.

This UNV assignment will support UNDP Health Governance Initiative (HEART) and will collaborate with other teams in the HEART Cluster and the Democratic Governance and Poverty Reduction (DGPRU) Unit. S/he will work closely with HEART Cluster project team (FMTA, BGSI, and other projects in HEART), operations units, and programme staff in the office to provide administrative, financial, procurement, and coordination assistance for HEART activities.

Under the supervision of the Budget Management Associate, the UN Volunteer will undertake the following tasks: 1. Support the project team to ensure effective project planning and implementation focusing on achievement of the following results: • Compiles, summarizes, and presents basic information/data on specific project and related topics or issues; • Implement project standard operating procedures in line with the government and UNDP’s regulations.

2. Support to the effective on progress of project implementation: • Support Project Management Unit (PMU) and project team for administrative and office coordination in preparing annual and quarterly work plans as well as project board meetings, audit, operational and financial closure of a project; • Support to the preparation of quarterly project reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timely manner; • To provide administrative support and accurate data collection for preparation of results-oriented progress reports.

3. Provides administrative support to the Project Management Unit focusing on achievement of the following results: • Support Project Management Unit (PMU) and project team for Administrative and office coordination of project implementation activities to process and follow-up on administrative actions, e.g. request for payment, recruitment and appointment of personnel, travel arrangements, event arrangements, cash distributions (direct cash or by transfer), training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance, VAT exemption, asset management, 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; • Keep records of project expenditures, and ensure all project-related financial documentation are well maintained and readily available when required by the Project Manager, Project Associate or Budget Management Associate; • Ensure that project funds are used in compliance with the Project Document and financial rules and procedures.

4. Support strategic partnerships, communication and support to the implementation of re- source mobilization: • Support Project Management Unit (PMU) and project team in updating database 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; • Effective contribution and support of with data collection for gender analysis and gender mainstreaming at project level.

5. Supports 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.

6. The incumbent of the position should avoid any kind of discriminatory behaviour 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.

☒ Accountability ☒ Adaptability and Flexibility ☐ Building Trust ☒ Client Orientation ☒ Commitment and Motivation ☒ Commitment to Continuous Learning ☒ Communication ☐ Creativity ☐ Empowering Others ☒ Ethics and Values ☒ Integrity ☐ Judgement and Decision-making ☐ Knowledge Sharing ☐ Leadership ☒ Managing Performance ☒ Planning and Organizing ☒ Professionalism ☐ Respect for Diversity ☒ Self-Management ☒ Technological Awareness ☐ Vision ☒ Working in Teams

development initiatives/projects with focus on administrative or clerical roles; having background working in health programmes and/or health organizations, as is experienced with the UN or donor organization/development assistance would be an asset.

Demonstrated interest and/or experience in administration and financial areas. • Excellent skills in general administration and office coordination. • Strong knowledge and skills in basic financial management, event and travel management, and logistic arrangement especially for development projects. • Familiar with government and/or UN/UNDP procedures would be desirable. • Experience in budgeting, planning, and reporting would be an asset. • A basic understanding of project management principles is an advantage. • Experience in working collaboratively with a range of partners, and authorities at differ- ent levels is an asset. Experience working with government partners, especially the Ministry of Health will be considered as added value. • Proficiency in Ms. Office Suite (Word, Excel, PowerPoint, Outlook), conference meet- ing applications (Zoom, G-meet, or Ms. Team), and Google applications (G-Form, G- sheet, G-doc, etc). Familiarity with UN/UNDP Quantum as a financial and administrative system is highly considered. • Self-motivated with strong organization and time management skills and ability to work under tight deadlines. Ability to work independently or with minimum supervision, as well as work as a team player. • Attention to detail and accuracy, as well as perseverance with due diligence. • Excellent interpersonal and communication skills (written and verbal); culturally and socially sensitive; ability to work and adapt professionally and effectively in a challenging and dynamic environment. • Proficiency in Bahasa Indonesia and working knowledge in English. • Have affinity with or interest in health issues, volunteerism as a mechanism for durable development, and the UN System.

Work Location The position will be based in the Jakarta, home to UNDP Country Office. The cost of living is considered moderate. Basic living needs such as staple foods and household supplies, accommodation, banking facilities, medical facilities, and telecommunications/internet services are readily available. Jakarta offers various housing options. The city is known for heavy traffic congestion, but the Mass Rapid Transit (MRT), Light Rail Transit (LRT), and TransJakarta buses, along with ride-hailing services, provide effective travel solutions. Most areas are generally safe, but standard precautions against petty crime are recommended.

Specifically, the UN Volunteer will be day-to-day working in the UNDP Country Office while occasionally working in programme’s location in the Ministry of Health Office, which all places are accessible through many transportation choices. Work is performed in the normal working environment.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org