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Entry Level Positions: x4 Project Assistant Vacancies Available At UNDP. Apply Before Deadline!

Vacancy Details

Job Identification: 18734 Locations: Jakarta Pusat, Indonesia Apply Before: 06/22/2024, 06:59 PM Job Schedule: Full time Agency: UNDP Grade: NPSA-5 Vacancy Type: National Personnel Service Agreement Practice Area: Health Bureau: Regional Bureau for Asia and the Pacific Contract Duration: 1 Year Education & Work Experience: Bachelor’s Degree – 2 year(s) experience OR High School certificate- 5 year(s) experience Required Languages: English Vacancy Timeline: 2 Weeks


Job Description

Entry Level Positions: x4 Project Assistant Vacancies Available At UNDP. Under the overall guidance of the National Coordinator (Indonesia), Project Assistant provides project support services in ensuring the areas under her/his supervision prepare regular data reporting on supply-chain management for medical commodities especially ATM, vaccines and health care waste and apply the monitoring framework as set up in the project document, in line with prevailing internal monitoring guidelines and ensure reporting arrangements are in place and are being implemented to ensure that the reporting requirements are met in a timely manner. S/He will also work in close collaboration with Government officials, and other relevant stakeholders to successfully implement the UNDP project/programme.

Project Assistant for SMILE (Logistik and Immunization) for 4 areas as follows:
1.    Sumatera
2.    Nusa Tenggara-Maluku-Papua
3.    Kalimantan-Sulawesi
4.    Jawa-Bali
 Duty station : Jakarta, Indonesia for no. 1 and 2 Surabaya, Indonesia for no.3 and 4


Duties and Responsibilities

1.    Support the project team to ensure effective project planning and implementation focusing on achievement of the following results:
a)    Provides assistance to the project planning and preparation work for, typically, a large and highly complex component of the project initiatives;
b)    Provides assistance to the analysis, researches, summary and presentation of basic information/data on specific project and related topics;
c)    Preparation for project documents and submission to relevant parties for approval by relevant parties
d)    Provide effective support   to assistant / clerical level in implementation of project standard operating procedures in line with the government and UNDP’s regulations;

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2.    Support the effective reporting on progress of project implementation:
a)    Provide first level contact and convey technical issue for SMILE application to the user
b)    Properly escalate unresolved queries to the next level of support
c)    Track, route and redirect problems to correct resources
d)    Update data in SMILE application and produce activity reports
e)    Provide feedback and see problems through to resolution to the user
f)    Ensure proper recording, documentation and closure
g)    Conduct user training if required

3.    Provides administrative support to the Project Management Unit focusing on achievement of the following results:
a)    Support for administrative, and office coordination of project field implementation activities, involving extensive liaison with a diverse organizational unit to initiate requests, obtain necessary clearances, 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.
b)    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.
c)    Support in drafting  correspondence on budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.

4.    Support partnerships, communication, and support to the implementation of resource mobilization.
a)    Support in updating database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;
b)    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.

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

a)    Participation in the training for the operations/ projects staff.
b)    Synthesis of lessons learned and best practices in project support management function.
c)    Contributions to knowledge networks and communities of practice.
d)    Effective contribution to learning and knowledge sharing in gender analysis and gender mainstreaming.


6.    The incumbent of the position should avoid any kind of discriminatory behaviour including gender discrimination and ensure that:
a)    Human rights and gender equality is prioritized as an ethical principle within all actions.
b)    Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
c)    Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is respected within all implementations including data production.
d)    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
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 direct supervisor of these activities is Project Associate for SMILE for Central West and Central East Part Indonesia who act as the National Coordinator. She/He will work closely and report to the National Coordinator. The Project Assistant is expected to be in regular contact with the Regional Coordinator and Provincial Assistant.

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Required Skills and Experience

Min. Academic Education    
Secondary education is required. University Degree 
(Bachelor´s degree) in Statistics/Public Health/Social Science/Information Technology/International Development/Management or equivalent field will be given due consideration, but it is not a requirement.
Min. years of relevant Work experience    

Minimum 5 years (with secondary education) or 2 years (with bachelor’s degree) of progressively responsible administrative or project / programme experience is required

Required skills 

Demonstrated ability to successfully interact with individuals from different cultural backgrounds and beliefs which include willingness to try and understand and be tolerant of different opinions and views;
•    Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.
Desired skills in additionto the competencies covered in the Competencies section    •    Experience in working with national and subnational, development agencies, and or international agencies in health.
•    Experience of work with Government and UN/UNDP procedures
•    Experience in health program information; related with mobile phone application on immunization, nutrition/stunting, TB, community led total sanitation (STBM) and HIV areas.
•    Experience in collecting, analyzing, and summarizing administration report
•    Experience in managing online meeting platforms, documentation of paperwork database, photos, and archiving system.

Required Language(s)    
Fluency in Indonesia and English is required.

Professional Certificates    n/a


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