Project Clerk (Logistics)

Volunteering Admin Medical & Health Logistics & Procurement

Overview

Support project planning and logistics for health governance initiatives

You have:

• Experience in logistics forecasting and inventory management is considered advantageous.
• Effective administration of general office and office coordination.
• Experience working collaboratively with a range of partners, especially with the Ministry of Health.
• Proficiency in Ms. Office Suite and other conference meeting applications.
• Excellent interpersonal and communication skills.
• Self-motivated with strong time management skills and the ability to work under tight deadlines.
• Attention to detail and accuracy.

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 meeting 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 multisector 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.

One of HEART Programme effort is to be involved in supporting the ILI-SARI (Influenza Like Illness Severe Acute Respiratory Infections) surveillance. The ILI-SARI is an initiative that aims to identify illnesses as the earliest as possible to allow minimum treatment costs and impact nationwide. The surveillance laboratory is the prime partner in the initiative which supervises laboratories around the country.

This UNV assignment is part of the Health Governance Initiative (HEART) Programme for ILI-SARI.

This Project Clerk position will support in managing logistics of the surveillance laboratory, including distribution, consumption/utilization reporting, and recording, and will close collaboration with the Ministry of Health.

Under the supervision of the Technical Specialist/HEART Cluster Lead, the UN Volunteer will undertake the following tasks:

1. Support the project team to ensure effective project planning and implementation focusing on the 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 in managing logistics of the surveillance laboratory, including distribution, consumption/utilization reporting, and recording. • Support in reagents and consumables procurement planning and reporting as well as carrying out daily logistic and data records. • Assist in identifying cost-effective products by comparing prices in considering to Lab equipment compatibility belong to the Labs (Institutional, Regional Health Laboratories, Regional Public Health Laboratories, and Health Quarantine Centres). • Support in preparing SOPs for regional/district sample transfers. • Assist in calculating reagent and consumables demands, based on reagent consumption history and examination as well as anticipation of potential disease outbreaks in order to prevent excess supply. • Maintain good communication and collaborate with Users in Hospitals and Public Health Laboratories • Collaborate with other divisions to expedite programs delivery and indicator achievement. • Support other related tasks in reference to the Laboratory Surveillance Technical Work-ing Group.

3. Provides administrative support to the Project Management Unit (PMU) focusing on achievement of the following results: • Support 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 distribution (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, and 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 is 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 and communication, as well as support the implementation of resource mobilization. • Support the 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 departments, 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 with data collection for gender analysis and gender mainstreaming at the project level.

5. Supports knowledge building and knowledge sharing focusing on the achievement of the following results: • Participation in the training 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 contribute to avoiding any kind of discriminatory behavior including gender discrimination and ensuring that: • Human rights and gender equality are prioritized as an ethical principle within all actions. • Activities are designed and implemented in accordance with the “Social and Environmental Standards of UNDP”. • Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, or gender are respected within all implementations including data production. • Differentiated needs of women and men are considered. • An 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, training, etc. introduced.

☒ 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

Administration and Logistics Management; having background working at the National and/or district level in Health or other relevant programmes, as is experienced with UN or other International development organization would be an asset.

• Familiarity with the Indonesian government systems related to administration and logistics management would be an added value. • Experience in logistics forecasting and inventory management is considered advantageous. • Effective administration of general office and office coordination (including routine administrative, correspondence, vendor management, and filling). Demonstrate knowledge of basic financial management, as well as sound working knowledge in event and travel management is highly desirable. • Experience in working collaboratively with a range of partners, and authorities at different 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).
• Excellent ability to understand and effectively use information/data, having database and data analysis skills. • Self-motivated with strong time management skills and ability to work under tight dead-lines. 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. • Demonstrate good analytical and problem-solving skills. • 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. • Have affinity with or interest in health issues, volunteerism as a mechanism for durable development, and the UN System.

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 Ministry of Health Office which is 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