Project Associate for HEART Cluster

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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

• UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.
• The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life, as envisaged by 2030 Agenda for Sustainable Development. We are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. The United Nations Development Programme UNDP Indonesia Country Programme 2021-2025 developed in partnership with the Indonesian Government addresses the unfinished business of the Millennium Development Goals and support national efforts to advance the 2030 Sustainable Development Agenda.
• 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 implementation of activities under the 2020-2025 Health Governance Initiative
• (HEART) Program that 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 total program budget at approximately USD 70 million.
• The Health Governance 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 services delivery and the health system better integrates environmental concerns in waste management practices to mitigate or limit its impact on environment(s) and prevent and reduce diseases related to climate change.
• To facilitate opportunities for integrated policy and programme solutions, the project has been designed so that the outputs are mutually reinforcing, harnessing interlinkages across project components. The programme is articulated interdependent work streams:
• Strengthening an enabling policy and environment, regulatory and institutional environment for access to new health technology,
• Promoting cost-effective medicines, vaccines, and diagnostics through Health Technology Assessments
• Accelerating digital transformation of the health system,
• Capacity Development and Innovative Solutions for implementation of national health programmes (Programmatic, grant management, procurement, and logistics management information systems), including the new Biomedical Genome Science Initiative (BGSI),
• Technical support for and quality assurance for financial management to Principal Recipient AIDS, TB, Malaria funded program by the Global Funds for ATM,
• Improving distribution of vaccines for routine immunization, COVID-19, and all health commodities including for AIDS, TB, and Malaria, facilitation of South-South exchange of knowledge and technology for the development and implementation of SMILE for the distribution of vaccines and all health commodities,
• Promoting application system for medical waste management by developing digital waste management IOT application which able to track capacity of waste management from service to end sites.
• The HEART Cluster portfolio has grown significantly over recent years therefore the HEART cluster needs to strengthen its management and administration capacities by adding project associate. Under overall the guidance of HEART Cluster Lead, the project associate will oversee and ensure the management and administrations processes including the procurement processes for the HEART cluster compliance with the UNDP Standard Operations Procedures (SOP), deliver in timely manner and meet the partners expectation. The Project Associate works in close collaboration with other relevant departments within UNDP, related government institutions as well as third parties to initiate and manage the processes of procurement until delivery of the goods/services.
• The direct supervisor of these activities is Technical Specialist. She/He will work closely with project team (FMTA, BGSI, and other projects in HEART), operations units, and programme staff in the office to provide support for procurement implementation and to ensure adequate exchange of information.

Duties and Responsibilities

The Project Associate will support the HEART cluster, with close coordination with the relevant department within UNDP, related government institutions and third parties. S/He will be responsible for the following tasks:

Support the project team to ensure effective project planning and implementation focusing on achievement of the following results:

• Compiling and summarizing information and data for the formulation of project work plans. In consultation with project team, draft annual/quarterly budgets, proposals on implementation arrangements, and on other specific project related procurement.
• Provide comprehensive support in all aspects of procurement implementation in accordance with the project documents, annual work plans and other agreements between UNDP and responsible partners. Review procurement documents for completeness and compliance with relevant rules and procedures and identify inconsistencies for referral to supervisor. Ensure quality of delivery by consultants, beneficiaries, and contracted companies; and communicate findings to the supervisor.
• Ensure compliance of procurement business processes and Procedures and Standard Operating Procedures (SOP) for Biobanking, BGSi, and other activities under HEART Cluster. When necessary, provide guidance to project staff and vendors on business processes, administrative, and other requirements and procedures.
• Provide administrative and logistical support to ensure successful project delivery that includes organization/coordination of project events, procurement-related activities, contract management, recruitment, and coordination of field visits and project-related missions.
• Provide administrative and logistical support to ensure successful project delivery that includes organization/coordination of project events, procurement and admin-related activities, contract management, recruitment, and coordination of field visits and project-related missions.
• Establish and maintain contacts and cooperation with project team under HEART Cluster, ministry of health, government institutions, tertiary institutions, partners, technology provider and other relevant stakeholders.
• Develop and updating procurement dashboard regarding progress of the relevant procurement activities for all project under HEART Cluster and inform the progress to the project team, government partners, and other stakeholders.
• Ensure regular communication and coordination with all project teams in HEART Cluster, government partners, project counterparts, stakeholders, and beneficiaries; and develop and maintain effective mechanisms for integrating and responding to their feedback and insight.
• Support implementation of the procurement monitoring system for all projects under HEART Cluster related to BGSi, SMILE, MTC ATM, HTA, and other key activities, especially and in alignment with its Monitoring and Evaluation framework to ensure effective information sharing, provision of feedback, and elaboration of high-quality progress reports.
• Collect, analyze and present information for monitoring and evaluation of procurement implementation against project targets as well as for audit purposes. Identify gaps in implementation and provide support in bridging those gaps in consultation with supervisor and partners.
• Assist in the organization of field and study visits, missions, workshops, roundtables, and conferences within the project.
• Assist in the implementation of effective risk management for the project under HEART Cluster with a well-documented risk mitigation plan in place. Support monitoring of previously identified and emerging risks.
• Regularly monitor expenditures and commitments against the project logistics, budget and relevant plans, and provide information to support project implementation. When necessary, recommend corrective actions and draft various correspondence concerning operations, and logistics issues.
• Prepare and consolidate required procurement reports on a timely basis and in line with donor requirements.

Support the effective reporting on progress of project implementation:

• Together with Project Clerk to support the administration process for preparing work plans as well as meetings, audit, operational and financial administrative project;
• Together with Project Clerk prepare any project / finance reports, minutes of meeting, TOR and agenda, workshop and/or training agreement (for follow-up actions), and share it to the project team (or other parties as required) on a timely manner;
• To provide financial support for implementation of the HEART Cluster based on results- oriented progress reports.

Support strategic partnerships, communication, and support to the implementation of resource mobilization:

• Support in updating database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the HEART Cluster;
• 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.

Supports knowledge building and knowledge sharing focusing on achievement of the following results:

• Regular capacity development and trainings to relevant staff of the country partners on finance, procurement and/or any other administrative rules/regulations;
• Provide proper information to the related third parties on any financial/administrative rules in UNDP whenever required to support any meetings/training/workshops;
• Synthesis of lessons learned and best practices on Finance and any other operations issues;
• Participation in the trainings for the operations/ projects staff, and contribute to knowledge networks and communities of practice;
• Ensure active participation in learning and knowledge sharing in gender analysis and gender mainstreaming.

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 is respected within all implementations including data production.
• 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

Required Skills and Experience

Education:

• Secondary education is required.
• University Degree (Bachelor’s Degree) in Management, Industrial Engineering, Finance Management or equivalent field will be given due consideration but is not a requirement.

Experience:

• Minimum 7 years (with secondary education) or 4 years (with Bachelor´s degree) of professional experience in the field of development.
• Advance knowledge of spreadsheet/excel and database packages, Microsoft words, power point, outlook, etc.;
• Experience in handling administrative things of the project, in particular has good knowledge on any financial/operations, procurement rules/ regulations of both UN and Government Rules/Regulations.
• Solid experience in the project reporting, particularly in relation to any required administrative supporting documents for implementation of projects‘ activities;
• Familiar with any UN rules/policies on travel arrangement, meetings/trainings/workshops, etc.
• Demonstrated experience with UNDP development projects in Indonesia;
• Knowledge on various donor’s reporting requirements;
• Good inter-personal and team building skills;
• Full time availability for project management support duties is essential;
• Familiar on working environment with the government officers and/or project management unit at the ministry;
• Familiar with Government and UN/UNDP procedures would be desirable;
• Experience in handling administrative of large/huge procurement budget would be highly desirable.
• Experience in the field of development preferably in health.

Required Languages: 

• Fluency in English is required;
• Fluency in Bahasa Indonesia is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20893