Project Clerk (Sistem Monitoring Imunisasi dan Logistik secara Elektronik/SMILE project)

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.

Indonesia has a generally well performing immunization program but there remain important discrepancies within and between regions and according to UNICEF there is a persisting immunization gap of 1.9 M children under immunized. Access to immunization and adequate coverage is a key element of the Universal Health Coverage which Indonesia is committed to attain by 2019. Central to the immunization program is the vaccine supply chain. Assessments of the vaccine Supply Chain Management in Indonesia reveal (among other issues): • Poor visibility and unreliable stock monitoring (no real time stock monitoring) leading to poor planning, unequal distribution and delivery (e.g. demand-supply mismatch) and reactive management; • Suboptimal cold chain monitoring leading to wastage; • Substandard reporting, data flow and quality assurance on data; • Immunization workforce capacity (distribution, skills set, workload, etc.)

These issues, in turn, cause delayed progress, limited impact (by constrained coverage and prolonged stock out), stalled new vaccine introduction and suboptimal immunization at population level. Contextual factors negatively impacting the vaccine SCM in Indonesia (and immunization overall) include the decentralization of a complex health system, extreme geography imposing physical and logistical challenges for vaccine supplies and information flow and ‘people factors. The later can be loosely described as including human resources landscape in the immunization program (supply side) and a range of social determinants comprising varying degrees of community awareness and acceptance of immunization (based on level of education, belief systems, agency and socioeconomics).

Although it is playing a critical role, vaccine Supply Chain has received comparatively little investment. Pressed to meet its commitment to Universal Health Coverage by 2019, Indonesia is in urgent need of innovation to improve vaccine supply chain management.

UNDP-Indonesia in collaboration with the MoH initiated an innovative solution for better SCM with Sistem Monitoring Imunisasi dan Logistik secara Elektronik (SMILE) project. A pilot project was initiated -with the support from UNDP- in two districts, Bogor and South Tangerang in West Java and Banten Provinces, respectively. At the core of the project is a human resources development component supported by a defined supervision plan and a rigorous training regimen. The system provides an integrated solution to address widespread inequities in vaccine coverage by supporting state governments in overcoming constraints of infrastructure, monitoring and management information systems and human resources. It helps track stock of vaccines as well as storage temperature of vaccines through SIM-enabled temperature loggers attached to the cold chain equipment.

As of July 2018, the system has been set up in 54 Puskesmas (Community Health Care Centre) in the two Provinces. The project engages with stakeholders at all levels: Ministry of Health (MoH), Provincial Health Office (PHO), District Health Office (DHO) and Health Facilities/Puskesmas. Series of trainer training for cold chain handlers and immunization staff have been completed. Trainees equipped with handsets implement SMILE on a daily basis and the system is live since mid-July 2018. Specialized staff recruited by UNDP are constantly monitoring the implementation of the pilot. Cold chain data and vaccine stock (utilization) data is simultaneously updated in the SMILE application and uploaded on a cloud server which can then be viewed by program managers at district, province, and national level through online dashboards.

Moving forward, UNDP has now been asked by the Government of Indonesia to expand SMILE implementation to further include 700 cold chain points in 6 additional provinces. The final intent is to expand the SMILE implementation to all cold chain in Indonesia (around 10,000 health facilities) in a phase wise rollout during 2020-2024.

This position is located primarily in project management unit under overall guidance project officer or in a large project report to Operations Manager position to support the project on a day-to-day basis to cover administration functions such as procurement, HR, general office and general project administration. (Note: Security is a key function can be covered under this position and should be factored as an essential project management/operational costs. However, security personnel are normally outsourced.)

Under the overall guidance of the Project Officer, the UN Volunteer provides project support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery.

Under the direct supervision of Project Officer, the National UN Youth Volunteer will:

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. • Reviews project documents for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval. • Implement project standard operating procedures in line with the government and UNDP’s regulations;

2. Support to the effective reporting on progress of project implementation • Support the administration 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 for preparation of results oriented progress reports.

3. Provides administrative support to the Project Management Unit focusing on achievement of the following results: • Support the focal point for Administrative and office coordination of project implementation activities to process and follow-up on administrative actions, 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. • Provision of effective support in the area of travel Management Services activities in compliance with all aspects of the UN’s travel policy as per prevailing policy and procedure including but not limited to air, land and sea travel reservation, ticketing, hotel reservations, allowance calculation, submitting the request using UNDP applicable tools in supporting the event. • Provide support and equipment, and services necessary to support meeting as defined herein. • Effective support for payment process and monitoring, procurement and cost recovery admin including:

- Prepare Request for Payments and check its supporting documents - Support preparation of procurement submission / activities in line with UN/UNDP rules, regulations, policies, and strategies - Liaise with potential suppliers, and involve in solicitation and MPC process for Admin procurement for PO creation purposes - Support in monitoring Admin One Click and ensuring no delay processes occur • Provision of administrative support in preparation of VAT/ Tax exemption and Restitution process including: - Prepare draft letter requesting for the duty-free certification related to importation of goods for office and project as well as staff members’ personal effects (PP19) - Follow-up status of PP19 - Monitor and handle VAT requests from One Click; and closely coordinate with requesters for required documents submission - Draft letters and have them approved by the Operations Manager - Manage outgoing letters to State Secretariat and Tax Office • Provision of general office assistance 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

4. Effective support for partnerships, communication and support to the implementation of resource mobilization • Support in updating database from development partners private sector, civil society and other stakeholders who are counterparts for the project and able to compile simple data for further analysis. • 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 administrative support for 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 for 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; • Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

• Any other related tasks as may be required or assigned by the supervisor.

Results/Expected Outputs:

• Output No. 1. Clerical assistance during the time including activities regarding procurement, logistics and administrative matters. • Output No. 2. Logistical or technical support for Project Board meetings, workshops, and other meetings. • Output No. 3. Support for Project Officer in administrative tasks related to routine implementation. • Output No. 4. Preparation of travel arrangements related to the project. • Output No. 5. Provision of financial assistance such as reimbursements, payment of vendors and development of payment tracking list for the project.

• Professionalism: demonstrated understanding of operations relevant to UNDP Indonesia technical capabilities or knowledge relevant or transferrable to UNDP Indonesia procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and Ministry of Health in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNDP Indonesia’s mission and vision, as well as to the UN Core Values.

supporting the implementation of projects; • UNDP related experience is advantageous; • Previous experience in the organization of meetings and events; • Expert in the usage of computers and office software packages (MS Word, Excel, Power Point, etc.), as well as experience in handling of web-based management systems is preferred (previous experience in UNDP web based systems – Atlas - is advantageous); • Preferably, previous experience in partnerships with Government and other development partners; • Demonstrated capacity to undertake assigned responsibilities and work under pressure; • An excellent team player. • Demonstrated interest and/or experience (up to 2 years) in (specific thematic/technical area required) • Motivated to contribute towards peace and development and to serve others; • Good interpersonal, networking and communication skills; • Willingness to contribute and work as part of a team; • Flexible and open to learning and new experiences; • Respect for diversity and adaptability to other cultures, environments and living conditions; • Previous experience as a volunteer and/or experience of another culture, (i.e. studies, volunteer work, internship) would be highly regarded;

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

-National UN Youth Volunteer receives approximately IDR 6,589,922.42 as Monthly Living Allowance. -Provided with assignment travel cost and entry lumpsum if applicable. -Enrolled in health, life, disability insurance. -Applicable dependents (primary family unit, up to 3) are eligible for health insurance. -Entitled to annual leave, 2.5 days per month. -Provided with exit lumpsum to support transition at the end of assignment.

For more information about UNV Conditions of Service and Entitlements, please refer to the following:

-https://www.unv.org/become-volunteer/volunteer-your-country -https://www.unv.org/sites/default/files/unvpf/UNVcos2021%20Complete%20hi-res-final_compressed_30.08.2021.pdf