Indonesia: Project Assistant, LICA-5

By UNOPS Organization: UNOPS
Country: Indonesia
Closing date: 23 Oct 2018

Background Information – UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale.

Background Information – Job-specific

THOH

Thailand Operations Hub (THOH) is a UNOPS business unit under the UNOPS Asia Regional Office and it was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific.

The Hub comprises three main portfolios –THOH Thailand, THOH Indonesia and THOH Pacific and provides a wide range of services including Project Management, Transactional HR, Financial, and Procurement to clients that include other UN entities, INGOs and governments/government agencies donors.

BRG Results Enabling Facility (BRG REF)

Seasonal peatland fires are now compromising Indonesia’s economic and social development by creating considerable threats to health, the environment, and the economy. In 2015 peat fires and their related haze resulted in the hospitalization of more than half a million people due to acute respiratory infections. These fires that raged through 2.6 million hectares of forest and peatland areas in the islands of Kalimantan and Sumatra released 1.6 Gts of CO2e, surpassing the annual CO2 emissions of advanced industrialized nations such as Germany, France, and others. Direct and indirect damages cost the Indonesian national economy an estimated USD 16 billion, about 2% of its annual GDP.

In recognition of the importance of peatlands for climate change mitigation, the Government of Indonesia through Presidential Regulation No 1/2016 constituted the Peatland Restoration Agency (BRG). BRG has an important mandate: prevent forest fires, especially in peatland areas, as well as restore 2 million hectares of peatlands devastated by forest and land fires. The Agency identified 7 target provinces for peatland restoration and fire prevention activities in Riau, Jambi, South Sumatra, West Kalimantan, Central Kalimantan, South Kalimantan and Papua.

Since its establishment in 2016, Norway has been supporting BRG, as current support to the BRG by the Norwegian Government falls within the wider partnership between Norway and Indonesia established in 2010 through the Letter of Intent (LOI) to reduce emissions from deforestation and land degradation of forests and peatlands with USD 1 billion over the next few years. The USD 1 billion support is part of an international climate mitigation initiative (UNFCCC) supported programme that uses international aid to counter forest degradation in various parts of the world, and this is one of the largest ever contribution made to reduce deforestation.

In the framework of this background, Norway and BRG have asked UNOPS to develop a flexible multiyear administrative support mechanism for managing Norway’s financial support to BRG through the establishment of the BRG Results Enabling Facility (BRG REF). The mechanism has within its scope a back-office management component and a service, procurement, grants management and a delivery component.

In the context of the BRG-REF, UNOPS is hiring for the position of Project Assistant.

Summary of Key Functions

  • Administrative and financial support
  • Implementation of operational strategies and procedures
  • Knowledge building and knowledge sharing

Functional Responsibilities

Under the Supervision and guidance of the BRG – REF Program Support Officer, the incumbent will assume the following responsibilities:

  1. Provide administrative and financial support, focusing on achievement of the following results:

  2. Update and maintenance of Proposal information according to established procedures

  3. Assistance in the administration and monitoring of all budgetary, financial, procurement and routine administration aspects of service delivery;

  4. Creation and update of Award information, including established project information and associated contracts and activity definitions and according to established procedures

  5. Drafting of project communications, documentation, reports and contracts, checking documents for accuracy and compliance with UNOPS format and style.

  6. Performance of reconciliation activities on purchase orders such as close and cancel POs. Inquiries on PO details and activities. Generation of PO reports for expedition, status and details information

  7. Entry of receipt information such as distributions, rejects, and cancellation; inspection of receipts according to inspection instructions; creation of receipts of invoice payments

  8. Preparation of authorizations for service activities for approval of the Supervisor.

  9. Strong functionality in various OneUNOPS modules (creation of requisitions and purchase Orders, input of vendor details, tracking of payments, preparation of travel requests, input of budgets and revisions)

  10. Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; efficient document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive and financial/budget utilization reports to clients.

  11. Processing of travel and expenses according to established procedures and practice

  12. Monitoring of expenditures. Verification for accuracy of expenditure requests and availability of funds, completeness of documentation submitted. Punctual information to supervisor of budget status and monitoring of accuracy of data in the UNOPS dashboard and ERP system. Requests for action processed; active follow-up to completion.

  13. Processing of requisitions, including adding or modifying requisition header, lines, schedule and distribution information; inquiries on requisitions details and activities; reconciliation activities on requisitions such as approve or cancel

  14. Review of consultant, staff and consulting firm’s TOR to ascertain conformity with work-plans; initiation of recruitment on receipt of client/supervisor clearance.

  15. Establishment of a contract-tracking plan to review sub-contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract.

  16. Administrative arrangements (e.g. logistics and budget planning and managements) for conferences, fellowships and study tours including but not limited to preparation of project advances authorizations for service and events/activities from activities start till retirement of such project advances with RFMO.

  17. Briefing materials prepared, as required for mission travel and/or discussion on project activities and status.

  18. Continuous interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation. Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.

  19. Backstopping role during the absence of Finance Specialist under the overall supervision of the manager.

  20. Ensure implementation of operational strategies and procedures, focusing on achievement of the following results:

  21. Full compliance of operations with UNOPS rules, regulations, policies and strategies.

  22. Inputs to the content of internal Standard Operating Procedures (SOPs) in operations, in consultation with the direct supervisor and office management.

  23. Ensure knowledge building and knowledge sharing, focusing on achievement of the following results:

  24. Input and update of accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.

  25. Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.

  26. Provide hands on training to new recruits in HQ and at the Country Levels

Perform any other duties as assigned by the Supervisor.

Impact of Results

The key results have an impact on the overall execution of the UNOPS services in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNOPS capability and reputation in operations management.

Education/Experience/Language requirements

Education:

  • Completion of secondary school (high school diploma) is required.
  • First University Degree (Bachelor’s degree) in Business Administration, Public Administration, Social Sciences or equivalent disciplines is desirable.

  • Candidates with a relevant first university but less experience (but not less than one year) may be considered.

  • In absence of a degree, additional training in administrative and business practices is an asset.

Experience:

  • Minimum of five (5) years of experience in general administrative or operations’ support services in national or international public or corporate organizations in combination with a high school diploma is required.
  • Three (3) to five (5) years of experience as a Project Assistant or similar function in an international organization.
  • Experience in budget management, organization of events, and other finance related tasks.
  • Good computer skills, including MS Office 2003 and/or newer versions.
  • Working knowledge of ERP systems – able to enter project proposals, budgets, budget revisions, requisitions and purchase orders, supplier data, and travel requests.
  • Some experience in UN system organizations is desirable.

Language:

  • Intermediate level in English and fluency in Bahasa Indonesia is required.
  • Knowledge of second UN working language desirable.

Contract type, level and duration

Contract type: Local Individual contractor Agreement (LICA)Contract level: ICS-5 (LICA-5)

Contract duration: Ongoing ICA – Open-ended subject to organizational requirements, availability of funds and satisfactory performance

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

Additional Considerations

  • This is a local position, therefore only nationals of duty station or applicants who are legally entitled to be employed in the duty station will be considered.
  • Please note that the closing date is midnight Copenhagen time.
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

*It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks. *

Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types*

  • *Female candidates are strongly encouraged to apply.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

How to apply:

https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=16554#6

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