Project Associate The Forest Agriculture and Sustainable Trade (FAST)

Office/Unit/Project Description 

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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.

This position is located under the supervision of the National Project Manager. The Project Associate will provide administration, logistics and finance support to the project team. S/He can supervise clerical and support staff of the Project Management Unit. The incumbent will coordinate with various units to support the highly complex project on finance, procurement, HR, security, communication and project administration. (Note: Security is a key function which can be covered under this position and should be factored as an essential project management/operational cost. However, security personnel are normally outsourced.)

Scope of Work

The Project Associate will ensure the project activities delivered and done in order to support the programme implementation. Under the supervision of National Project Manager FAST, He/She will do following scope of works:

1.    Support the project team to ensure effective project planning, budgeting and implementation focusing on achievement of the following results:
•    Coordination project planning and preparation work for, typically, a medium-size and complex component of the project initiatives.
•    Analysis, research, summary and presentation of basic information/data on specific projects and related topics.
•    Preparation for project documents and submission to relevant parties for approval by relevant parties
•    Implement project standard operating procedures in line with the government and UNDP’s regulations.

2.    Support to the effective reporting on progress of project implementation:
•    Preparation and analysis of project workplan and budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of work proposal and budget estimation, ensuring requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
•    Preparation of results-oriented progress reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timely manner.
•    Preparation of data for monitoring of projects; categorization, updating, tracking and analyzing data related to projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews
•    Identification of issues and initiates requisite follow-up actions
•    Preparation of reports on budget revisions, expenditures and obligations, verification availability of funds.
•    Preparation for financial authorizations for expenditures to be approved and documentation in prevailing budget system.
•    Provision of administrative support for annual and quarterly work plans as well as project board meetings, audit, operational and financial closure of a project

3.    Provides administrative support to the Project Management Unit focusing on achievement of the following results:
•    Supporting the team and serves as focal point for administrative issues related to coordination, monitoring and expedition of project implementation activities
•    Preparation of draft standard terms of reference against project objectives, obtained necessary clearances, process and follow-up on administrative actions and provision of solutions to the issues related to project implementation, e.g.  recruitment   and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance, etc.
•    As focal point for responding to simple information requests and inquiries; review and establishment of filling management system; organization of meetings, workshops; monitoring of implementation of various routine administrative tasks.
•    Preparation of draft correspondence on project budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
•    Supervision of project support assistant, driver and other clerical level personnel.
 

4.    Support strategic partnerships, communication, and support to the implementation of resource mobilization
•    Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project.
•    Establishment of filing management for internal databases; updated statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews.
•    Supporting communication team in publication of multiple languages report as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project,
•    in coordination with supervisor, communication, monitoring and reporting personnel and other relevant counterpart communications department drafts project summaries, coordinates with editor, translation services, etc. on
•    Preparation of draft correspondence of all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares project’s contributions for a variety of periodic reports

5.    Supports knowledge building and knowledge sharing focusing on achievement of the following results:
•    Participation in the trainings for the operations/ projects staff.
•    Documentation of lessons learned and best practices in project support management function.
•    Contributions to knowledge networks and communities of practice.
•    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 behavior including gender discrimination and ensure that
•    Human rights and gender equality is 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 are 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.
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 National Personnel will work under supervised by the National Project Manager FAST. The National Project Manager will monitor and review the results of the designated tasks. The National Personnel is expected to be in regular contact with the National Project Manager as well as to update and to report on his/her progress. 
 

Competency

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

Minimum Qualifications of the Successful NPSA

Min. Academic Education    Secondary Education is required.
University degree (Bachelor’s Degree) in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences Management or other relevant fields will be given due consideration, but is not a requirement.

Min. years of relevant Work experience    
Minimum 6 years (with Secondary Education) or 3 years with Bachelor Degree) of relevant experience in project admin and finance preferably in the field of environment, or natural resources management.
Relevant experience in administrative/ financial/ procurement/ asset management and project activities would be an asset

Required skills    
□    Good inter-personal and communications skills.
□    Ability to work in a team
□    Up-to-date computer skills required, knowledge of spreadsheet and database packages

Desired skills in addition to the competencies covered in the Competencies section    
□    Familiarity with Government and UN/UNDP procedures would be highly desirable
□    Experience in project implementation using Government and International Organization rules and regulation is an asset
□    Experience in collecting, analyzing, and summarizing administration report would be highly desirable
□    Ability to draft correspondence on budget-related issues, briefing notes, graphic and statistical summaries, and accounting spreadsheets would be desirable
□    Experience in producing financial report and conducting financial tracking would be desirable

Required Language(s) (at working level)    
Fluency in English and Bahasa Indonesia is required.
Professional    N/A