PROJECT CLERK

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. Learn more at undp.org or follow at @UNDP

UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, we offer global perspective and local insight to help empower lives and build resilient nations. UNDP has been present in Indonesia for over 35 years, carrying out its mission to share technical expertise to assure inclusive growth, better services, environmental sustainability and good governance leading to the achievement of Sustainable Development Goals (SDGs). UNDP is helping the country to develop policies, leadership skills, partnership abilities, institutional capabilities, and build resilience.

Of the priority areas, UNDP is working for a sustainable environment and development policy, which integrates climate change concerns and at the same time provides poverty reduction and human development. Climate change is a reality and urgent actions in climate change adaptation and mitigation are required. With an over 80,000 km long coastline and 17,000 islands, many people in Indonesia are depending on climate sensitive sectors such as agriculture, forestry and coastal community economies. Consequently, Indonesia is especially vulnerable to climate change, with the severe impacts of a changing climate already being felt in various parts of the country.
 

In line with the Government of Indonesia’s priorities, the Environment Unit provides support on programming, mobilizing funding, M&E and backstopping the Government in implementing projects and programmes. To this end, the Environment Unit’s portfolio covers a vast range of issues including renewable energy, energy efficiency, access to energy, phasing-out of ozone depleting substances with high global warming potential, Green Economy modelling, natural resource management, environmental governance, climate change expenditure review, and climate change adaptation, among others.

To be able to carry out the work properly, the Environment Unit requires strong support in terms of Financial and Administration. Under the supervision of the Programme Finance Associate, the Project Clerk is needed to support in projects implementation under the Unit in terms of administration and finance.

 

Scope of Work Summary of key functions:
The Project Clerk will support the delivery of the programme/ projects by entering and managing project data in systems and by providing daily financial-related support to programme/project implementation consistent with UNDP rules and regulations.

The key responsibilities of the Project Clerk are described below:

a)    Support the project teams to ensure effective project planning and implementation focusing on achievement of the following results:
•    Compile, summarize, and present basic information/data on specific projects and related topics or issues.
•    Assist in the coordination of project planning and preparation work
•    Provide accounting and administrative support

b)    Support 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 administration of the preparation of quarterly project reports;
•    To provide administrative support and accurate data collection for preparation of results-oriented progress reports.
•    Compiles, summarizes and enters data on project delivery, drafts related status reports;

c)    Provides administrative support to the Project Management Unit focusing on achievement of the following results:
•    Support to review the following documents : Project Cash Advance (PCA), Cash Distribution, and PO Receipts.
•    Support for Administrative and office coordination of project implementation activities to process and follow-up on administrative actions, e.g. travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance, 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
•    Coordinating the schedule of task forces and secretariat staff, making arrangements for: major activities/meetings,  local  travel,  arranging  for  accommodation,  arranging  for  land    transportation, securing travel insurance and clearance

d)    Support 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.

e)    The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that;
•    Human rights and gender equality are 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;
•    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.

f)    The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement
The Project Clerk will work under the overall supervision of the Programme Finance Associate. The incumbent is expected to work closely with the Budget Management Associates under Environment Unit and work closely with the other team members in UNDP.
 

Competencies
Core 
Achieve Results:    
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:    
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:    
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:    
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:    
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:    
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:    
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
 

Cross-Functional & Technical competencies
	Thematic Area	Name	Definition
Business management	Digital                  Awareness and Literacy	Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usageor through understanding their impact and empowering othersto use them as needed
Business management	Working                              with Evidence and Data	Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
Business Management	Project Management	Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
2030              agenda- people	Gender	Gender mainstreaming
Finance	Budget management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Business Management	Operations Management	Ability to effectively plan, organize, and oversee the Organizational business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms
Business Management	Customer Satisfaction/Client Management	Ability to respond timelyand appropriately witha sense of urgency, provide consistent solutions, and delivertimely and qualityresults and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.

 

Minimum Qualifications of the Successful NPSA

 

Min. years of relevant work experience	Minimum 4 years (with High School) or 1 year (with bachelor’s degree) of professional experience in project coordination and management environment related project / related initiatives;
Required skills	Strong interpersonal skills, communication, and ability to work in a team Strong report writing skills
Desired skills in addition to the competencies covered in the Competencies section	Experience with Government and UN/UNDP procedures would be desirable computer skills required, knowledge of spreadsheet and database packages Experience in collecting administration reports Previous experience working in the area of environment or relevant areas would be highly desirable Experience in preparing material and assisting the administrative activities.
Required Language(s)	Fluency in Indonesian and English.
Professional Certificates	N/A