Project Clerk The Forest Agriculture and Sustainable Trade (FAST)

Office/Unit/Project Description

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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.
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The Forest Agriculture and Sustainable Trade (FAST) project is a strategic initiative aimed at transforming Indonesia’s agricultural commodity systems, specifically focusing on palm oil and cocoa sectors. As a leading producer of these commodities, Indonesia plays a vital role in global supply chains. However, the expansion of agricultural land for these commodities has raised concerns about deforestation, environmental degradation, and the socio-economic well-being of smallholder farmers. The FAST project, funded by the UK Foreign, Commonwealth & Development Office (FCDO), is a collaborative effort to address these challenges through sustainable practices, policy reform, and stakeholder engagement.

Aligned with the Sustainable Development Goals (SDGs), the FAST project aims to support Indonesia in balancing economic growth with environmental preservation. It focuses on improving the sustainability of commodity production, enhancing the livelihoods of smallholders, and strengthening Indonesia’s position in international markets. By implementing responsible land use practices, facilitating sustainable certification, and promoting policies that encourage resilience, the project envisions a future where Indonesia’s agricultural sector thrives in harmony with its rich natural resources and biodiversity.

To achieve these ambitious goals, the FAST project will work closely with the Coordinating Ministry of Economic Affairs, the Coordinating Ministry of Food, the Ministry of Agriculture, and UK FCDO, the project’s senior supplier. The Environment Unit within UNDP, responsible for the project’s execution under the Direct Implementation Modality (DIM), will oversee the operational and strategic aspects of the project.

To be able to carry out the work properly, the project requires strong support in terms of Financial and Administration. Under the supervision of the Project Associate, the Project Clerk is needed to support in projects implementation under the project 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 Associate and work closely with the other team project.

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