Project Admin Clerk

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.

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP.

Enabling Blue Innovation Solutions for ASEAN’s Blue Economic Growth
In recognition of the importance of Blue Economy in supporting economic development, UNDP Indonesia with funding supports from the Government of Japan initiates the ‘Enabling Blue Innovation Solutions for ASEAN’s Blue Economic Growth’ Project. It aims to demonstrate innovative solutions from the local community, women organizations, universities, start-ups and civil society organizations to advance the blue economy in the ASEAN region and beyond after recently adopted the ASEAN Blue Economy Framework. Promoting the latest technological solutions through innovative challenges to safeguard the marine ecosystem, propel advancements in ocean climate solutions, and advocating for circular approaches to combat plastic pollution while enhancing traceability in sustainable fisheries is not only a strategic move; it is an imperative. 
The project will be implemented into three components: (1) innovation challenges, (2) incubation programs, and (3) business matchmaking, not only it fosters blue innovation solutions critical for ASEAN’s economic growth but also aligns seamlessly with key Sustainable Development Goals (SDGs), namely: SDG 1, SDG 6, SDG 13 and SDG 14. This holistic approach underscores the initiative’s multifaceted impact, making it a pivotal force in driving positive change across interconnected aspects of sustainable development in the ASEAN region.

Furthermore, throughout its 12-month implementation, the Project aims that at least 2,200 innovation proposals are received from the ASEAN Member States and Timor Leste. Of those, 60 are awarded, with the remaining receiving technical advice to improve their business models and learn about blue, SDGs, and impact investing. The selected innovation solutions will directly benefit at least 396,000 people, with 30 percent being women. These solutions will address marine plastic pollution, climate issues, sustainable tourism, and sustainable fisheries. At least 220 investors, including 30 percent women-owned businesses, will directly benefit from business matchmaking and learning about blue, SDGs, and impact investing. At least 176 government officials, with 30 percent being women, will directly benefit from incubation engagement and business matchmaking.  

The key responsibilities of the Project Admin 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. 
•    To serve as a backup for Travel Processor. 
•    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 strategic partnerships, communication and support to the implementation of resource mobilization 
•    Support in updating contact lists of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project; 
•    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.
e)    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. 
f)    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.

Institutional Arrangement

      This position is under supervision of National Project Coordinator for the JSB ASEAN Blue Economy Development Project. S/he will support the Project Associate in the implementation of the activities in level of Project Management Unit (PMU) of the Accelerating the Implementation of the ASEAN Blue Economy Development Project.
 

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

Business management    
Digital Awareness and Literacy    
Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to 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    
Communication    
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Ability to manage communications internally and externally, through media, social media and other appropriate Channels

2030 agenda-people    
Gender     Gender mainstreaming
Administration and operations    Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration and operations    
Events management (including retreats, trainings and meetings)    
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Business Management    
Customer Satisfaction/Client Management    Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results 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.

Min. years of relevant work experience     
1 year experience (for bachelor’s degree) or 4 years with High School of professional experiences in project admin and its coordination

Required  skills     
•    Solid knowledge and practical experience in assisting project/program implementation; 
•    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    
•    Familiar with Government and UN/UNDP procedures would be desirable 
•    computer skills required, knowledge of spreadsheet and database 
•    packages 
•    Experience in collecting administration report 
•    Previous experience working in the area of environment or relevant 
•    areas would be highly desirable 
•    Experience in preparing material and assisting the administrative 
•    activities. 
•    Previous experience working for environment related project 
•    administration would be highly desirable

Required Language(s)     
•    Good in written and spoken English is required;
•    Fluency in written and spoken Bahasa Indonesia is required.