Project Management Support Senior Officer, Multiple positions, LICA-9, Indonesia

South East Asia and Pacific Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.

In 2022, the UNOPS EAPMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

Background – Job Specific

Project Information:

There are a number of projects that will be managed under this portfolio and under the supervision of the Project Manager:

1. The Climate Village Project/ Program Kampung Iklim (PROKLIM): it has been led by the Ministry of Environment and Forestry of The Republic of Indonesia (MOEF), since its inception in 2012. The programme encourages the active participation of multiple stakeholders to increase community resilience, the impact of climate change and the reduction of GHG emissions. UNOPS will assist the Government of Indonesia in effectively expanding PROKLIM’s coverage as well as strengthening sustainable livelihood activities. This project, funded by the Temasek Foundation, intends to implement its activities in 100 villages across 10 districts in South Sumatra.
2. The Global Pulse Asia Pacific: as the UN Secretary-General’s Innovation Lab: the hub utilises a set of capabilities on data, innovation, digital expertise, foresight and behavioural science. Serving the wider Asia Pacific region, the hub is a frontrunner in practising and advocating for inclusive innovation. Global Pulse Asia Pacific facilitates co-creation of forward-thinking solutions that inform policy and decision-making: from enhancing humanitarian crisis response, strengthening climate resilience, and improving the decision-making process in digital transformation, the hub will continue to apply innovation to accelerate the achievement of the sustainable development agenda for a better future.
3. DISHA – Data Insights for Social & Humanitarian Action: Global Pulse’s Disha is an initiative managed by UNOPS and the Executive Office of the Secretary General (EOSG) and across Pulse Labs that brings together UN agencies and private, public, and social sector partners for the development of data and AI products as digital public goods (DPGs). DISHA aspires to catalyze the formation of a cohesive and responsibly open ecosystem of data and AI products and services that reduces inefficiencies in the development of digital solutions for sustainable development and humanitarian action—with an initial focus on natural disaster response and recovery—to accelerate attainment of the sustainable development goals.
4. UNEP Timor-Leste: in this 4.5 years project, the overall objective is to support UNEP in providing procurement, supply, installation, and commissioning of items to support across project operations. This will include working on procurement processes, awarding suppliers, monitor item’s production and delivery, overseeing customs clearance and handover, including the installation and commissioning of some of the goods provided.

UNOPS EAPMCO is hiring two positions of Project Management Support Senior Officer under its Indonesia office, having both reporting to the same Project Manager, who provides general guidance and supervision in programme preparation, and for managing all stages of the programme to achieve results. One position will fully be based in Jakarta, while the other position is to be based in Jakarta for the first 3-6 months and will then change to Palembang due to the exigencies of the project.

Local Context:

In Indonesia, UNOPS implements activities in coordination and partnership with the Government of Indonesia and other stakeholders and provides capacity building, policy development, technical expertise, knowledge enhancement and stakeholder coordination to improve the delivery of the Programme. UNOPS is engaging with Ministries and Government Agencies, donors and partners on various initiatives in Indonesia, including on Fund Management, Programme Management, Procurement, Infrastructure, Environment, Climate Change, and Energy.

Background on the Position description

Under the direct supervision of the Project Manager, the incumbent will provide a strong contribution to the overall success of the project. S/he will play an important role in supporting the Project Manager with the coordination, implementation, monitoring and evaluation, reporting and communication activities related to the programme activities. In addition, the incumbent will support the programme in areas of administration and procurement.

The Project Management Support Senior Officer will contribute to the effective delivery and implementation of strategic and effective procurement services, for a select group of goods and services. These services reflect best practices in international public procurement, compliance with UNOPS Financial Rules and Regulations and procurement policy, rules, regulations and procedure, ensuring appropriate risk management and obtaining the best value for money.

The Project Management Support Senior Officer is also responsible for the quality of administrative support services provided within the programme portfolio. He/she analyzes and interpret the administrative rules and regulations and provide solutions to complex issues related to administration. The Project Management Support Senior will work in close collaboration with the support services within the Multi-Country Office to successfully deliver programme outcomes.

The Project Management Support Senior Officer will support the Project Manager in creating the Implementation Plan, using the Project Initiation Document (PID), the Legal Agreement, and having a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the partners/stakeholders, to ensure the project outputs are capable of meeting the business cases for both UNOPS and the partner.

Functional Responsibilities

Summary of functions:

1. Project Delivery and Performance
2. Procedures
3. Monitoring and reporting
4. Stakeholder engagement
5. Knowledge management and innovation

1. Project Delivery and Performance

• Support activities during the inception, implementation and closure phases of the Project, as requested by the Project Manager
• Support in the implementation and update of the approved plan (including the establishment of milestones) within tolerances set by the Project Board
• Support to ensure that the quality of work packages and deliverables complies with the quality requirements defined in the Implementation Plan.
• Identify, and anticipate in a timely manner, potential risks and issues and advise mitigating measures to the Project Manager so that maximum benefit to partner(s) and other stakeholders is achieved
• Identify and report to the Project Manager potential business opportunities for UNOPS
• Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into the project’s life span.

2. Procedures

• With support from the Project Manager, ensure respect of relevant project management requirements
• With support from the Head of Support Services and the Procurement Officer, ensure respect of UNOPS procurement procedures
• With support from the Head of Support Services and the Finance Officer, ensure that all expenditure complies with UNOPS Financial Rules and Regulations (FRR)
• With support from the Head of Support Services, ensure respect of UNOPS administrative procedures
• Provide timely, accurate, and quality inputs needed for monitoring of the project’s performance, outputs and benefits as required by the Project Manager
• Address relevant requests from the Project Management Office and the Head of Programme

3. Monitoring and Reporting

• Work on the preparation of regular project and/or financial reports in accordance with Partner requirements for reporting.
• Support the Project Manager with reporting to the Project Board and provide updates and information as required to the Project Advisory Board
• Maintain diaries and progress reports as required by the organization’s standard procedures.
• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
• Provide routine oversight and analysis of delivery data within the dashboard system
• Regularly update milestones and targets for the duration of projects’ lifespan
• Collect data for the Monitoring and Evaluation Framework, provide M&E reports

4. Stakeholder engagement

• Support the coordination among all stakeholders, such as UN agencies, donors, private sector partners, village communities, district and provincial authorities, MoEF, and the national governments etc.
• Play a leading role in the planning and development of the project communication outputs;
• Timely collate reports used to inform donors and key stakeholders of interventions, and trends and conditions in the Programme Area
• Provide media with timely and punctual information on Project’s activities
• Provide visibility/promotional material in accordance with the approved communication and visibility plan
• Monitor Media coverage, and support the implementation of the outreach and communication strategy

5. Knowledge Management and Innovation

• Encourage routine and effective capacity building activities are conducted
• Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.
• Research and logging of lessons learned throughout the project lifespan.

Impact of Results

The Project Management Support Senior Officer directly impacts on achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs and improving success rates. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education

• Advanced university degree (Master’s degree or equivalent) preferably in Business Administration, Public Procurement, Public Relations, International Relations, Project Management, or related field is required.
• A first-level university degree (Bachelor’s degree or equivalent) in combination with an additional two (2) years of qualifying experience may be accepted in lieu of an advanced university degree.

Certification

• Project Management certification PRINCE2 Foundation is an asset.

Experience

• A minimum of two (2) years or more relevant practical project management experience or in related fields with an advanced university degree (master’s or equivalent) is required.
• Experience in project management support, administration and procurement and coordination with multi-stakeholders is desirable.
• Experience in writing project progress reports, communication strategies and M&E frameworks is an asset.
• Experience working with UNOPS, UN or other humanitarian/development agencies is an asset.
• Familiarity with Google Workspace (G Suite applications) is an asset.

Language

• Fluency in English is required.
• Fluency in Bahasa Indonesia is required.
• Palembang Malay is an asset

Contract type, level and duration

1. Contract type: LICA
2. Contract level: ICS 9 / LICA-9
3. Contract duration: Open-ended

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Open only to Indonesian nationals or with valid residence.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.