Project Associate for HEART Cluster

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a leave no one behind approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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 committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

The United Nations Development Programme (UNDP) is the UN's global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life, as envisaged by 2030 Agenda for Sustainable Development. We are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. The United Nations Development Programme UNDP Indonesia Country Programme 2021-2025 developed in partnership with the Indonesian Government addresses the unfinished business of the Millennium Development Goals and support national efforts to advance the 2030 Sustainable Development Agenda.

UNDP Indonesia and the Ministry of Health have been working together in a long-term partnership on health governance that is aimed at narrowing health development gaps and meeting the SDGs commitments. This partnership has been expanded with implementation of activities under the 2020-2025 Health Governance Initiative

(HEART) Program that focus on the support to strengthen Indonesia's health system capacity through policy advocacy, evidence-based generation intervention, technical assistance, and partnerships by adoptions of information technology advancement with total program budget at approximately USD 70 million.

The Health Governance Programme will have two outputs: (i) By 2025, strengthened national policy and institutional environment that is governing access to affordable medicines through evidence based and multisector collaborations. (ii) By 2025, the performance of national programmes is improved and positively impacts the coverage and the sustainability of services delivery and the health system better integrates environmental concerns in waste management practices to mitigate or limit its impact on environment(s) and prevent and reduce diseases related to climate change.

To Facilitate Opportunities For Integrated Policy And Programme Solutions, The Project Has Been Designed So That The Outputs Are Mutually Reinforcing, Harnessing Interlinkages Across Project Components. The Programme Is Articulated Interdependent Work Streams

• Strengthening an enabling policy and environment, regulatory and institutional environment for access to new health technology,
• Promoting cost-effective medicines, vaccines, and diagnostics through Health Technology Assessments
• Accelerating digital transformation of the health system,
• Capacity Development and Innovative Solutions for implementation of national health programmes (Programmatic, grant management, procurement, and logistics management information systems), including the new Biomedical Genome Science Initiative (BGSI),
• Technical support for and quality assurance for financial management to Principal Recipient AIDS, TB, Malaria funded program by the Global Funds for ATM,
• Improving distribution of vaccines for routine immunization, COVID-19, and all health commodities including for AIDS, TB, and Malaria, facilitation of South-South exchange of knowledge and technology for the development and implementation of SMILE for the distribution of vaccines and all health commodities,
• Promoting application system for medical waste management by developing digital waste management IOT application which able to track capacity of waste management from service to end sites.
  
  

The HEART Cluster portfolio has grown significantly over recent years therefore the HEART cluster needs to strengthen its management and administration capacities by adding project associate. Under overall the guidance of HEART Cluster Lead, the project associate will oversee and ensure the management and administrations processes including the procurement processes for the HEART cluster compliance with the UNDP Standard Operations Procedures (SOP), deliver in timely manner and meet the partners expectation. The Project Associate works in close collaboration with other relevant departments within UNDP, related government institutions as well as third parties to initiate and manage the processes of procurement until delivery of the goods/services.

The direct supervisor of these activities is Technical Specialist. She/He will work closely with project team (FMTA, BGSI, and other projects in HEART), operations units, and programme staff in the office to provide support for procurement implementation and to ensure adequate exchange of information.

Duties And Responsibilities

The Project Associate will support the HEART cluster, with close coordination with the relevant department within UNDP, related government institutions and third parties. S/He will be responsible for the following tasks:

Support the project team to ensure effective project planning and implementation focusing on achievement of the following results:

• Compiling and summarizing information and data for the formulation of project work plans. In consultation with project team, draft annual/quarterly budgets, proposals on implementation arrangements, and on other specific project related procurement.
• Provide comprehensive support in all aspects of procurement implementation in accordance with the project documents, annual work plans and other agreements between UNDP and responsible partners. Review procurement documents for completeness and compliance with relevant rules and procedures and identify inconsistencies for referral to supervisor. Ensure quality of delivery by consultants, beneficiaries, and contracted companies; and communicate findings to the supervisor.
• Ensure compliance of procurement business processes and Procedures and Standard Operating Procedures (SOP) for Biobanking, BGSi, and other activities under HEART Cluster. When necessary, provide guidance to project staff and vendors on business processes, administrative, and other requirements and procedures.
• Provide administrative and logistical support to ensure successful project delivery that includes organization/coordination of project events, procurement-related activities, contract management, recruitment, and coordination of field visits and project-related missions.
• Provide administrative and logistical support to ensure successful project delivery that includes organization/coordination of project events, procurement and admin-related activities, contract management, recruitment, and coordination of field visits and project-related missions.
• Establish and maintain contacts and cooperation with project team under HEART Cluster, ministry of health, government institutions, tertiary institutions, partners, technology provider and other relevant stakeholders.
• Develop and updating procurement dashboard regarding progress of the relevant procurement activities for all project under HEART Cluster and inform the progress to the project team, government partners, and other stakeholders.
• Ensure regular communication and coordination with all project teams in HEART Cluster, government partners, project counterparts, stakeholders, and beneficiaries; and develop and maintain effective mechanisms for integrating and responding to their feedback and insight.
• Support implementation of the procurement monitoring system for all projects under HEART Cluster related to BGSi, SMILE, MTC ATM, HTA, and other key activities, especially and in alignment with its Monitoring and Evaluation framework to ensure effective information sharing, provision of feedback, and elaboration of high-quality progress reports.
• Collect, analyze and present information for monitoring and evaluation of procurement implementation against project targets as well as for audit purposes. Identify gaps in implementation and provide support in bridging those gaps in consultation with supervisor and partners.
• Assist in the organization of field and study visits, missions, workshops, roundtables, and conferences within the project.
• Assist in the implementation of effective risk management for the project under HEART Cluster with a well-documented risk mitigation plan in place. Support monitoring of previously identified and emerging risks.
• Regularly monitor expenditures and commitments against the project logistics, budget and relevant plans, and provide information to support project implementation. When necessary, recommend corrective actions and draft various correspondence concerning operations, and logistics issues.
• Prepare and consolidate required procurement reports on a timely basis and in line with donor requirements.
  
  

Support The Effective Reporting On Progress Of Project Implementation

• Together with Project Clerk to support the administration process for preparing work plans as well as meetings, audit, operational and financial administrative project;
• Together with Project Clerk prepare any project / finance reports, minutes of meeting, TOR and agenda, workshop and/or training agreement (for follow-up actions), and share it to the project team (or other parties as required) on a timely manner;
• To provide financial support for implementation of the HEART Cluster based on results- oriented progress reports.
  
  

Support strategic partnerships, communication, and support to the implementation of resource mobilization:

• Support in updating database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the HEART Cluster;
• 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.
  
  

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

• Regular capacity development and trainings to relevant staff of the country partners on finance, procurement and/or any other administrative rules/regulations;
• Provide proper information to the related third parties on any financial/administrative rules in UNDP whenever required to support any meetings/training/workshops;
• Synthesis of lessons learned and best practices on Finance and any other operations issues;
• Participation in the trainings for the operations/ projects staff, and contribute to knowledge networks and communities of practice;
• Ensure active participation in learning and knowledge sharing in gender analysis and gender mainstreaming.
  
  

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 is respected within all implementations including data production.
• 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
  
  

Competencies


Core Competencies

• Achieve Results: LEVEL 1: Demonstrate focus on achieving quality results and impact
• Think Innovatively: LEVEL 1: Seek patterns and clarity outside, across and beyond boxes and categories, resist false certainty and simplistic binary choices
• Learn Continuously: LEVEL 1: Actively pursues opportunity for learning and self-development, professionally and personally
• Adapt with Agility: LEVEL 1: Actively pursues opportunities for learning and self-development, professionally and personally
• Act with Determination: LEVEL 1: Is flexible in handling change, and adopt new ideas, approaches and ways of working
• Engage and Partner: LEVEL 1: Establishes and develops new networks that deliver powerful collaborations
• Enable Diversity and Inclusion: LEVEL 1: Understands and appreciates issues form perspective of others
  
  

Cross-Functional & Technical Competencies


2030 Agenda: People

• Gender: Gender Mainstreaming
• Health: Procurement services for PPE and laboratory equipment for national COVID-19 responses
  
  

Ethics

• UN policy knowledge ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
  
  

2030 Agenda: Engagement and Effectiveness

• Innovation: Technology and Innovation
  
  

Audit & Investigation Audit

• Fraud awareness and Investigation Techniques: Basic knowledge to understand the foundations of fraud, how to detect red flags and conduct initial fact findings.
  
  

Business Management

• Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
• 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
  
  

Education


Required Skills and Experience

• Secondary education is required.
• University Degree (Bachelor's Degree) in Management, Industrial Engineering, Finance Management or equivalent field will be given due consideration but is not a requirement.
  
  

Experience

• Minimum 7 years (with secondary education) or 4 years (with Bachelors degree) of professional experience in the field of development.
• Advance knowledge of spreadsheet/excel and database packages, Microsoft words, power point, outlook, etc.;
• Experience in handling administrative things of the project, in particular has good knowledge on any financial/operations, procurement rules/ regulations of both UN and Government Rules/Regulations.
• Solid experience in the project reporting, particularly in relation to any required administrative supporting documents for implementation of projects activities;
• Familiar with any UN rules/policies on travel arrangement, meetings/trainings/workshops, etc.
• Demonstrated experience with UNDP development projects in Indonesia;
• Knowledge on various donor's reporting requirements;
• Good inter-personal and team building skills;
• Full time availability for project management support duties is essential;
• Familiar on working environment with the government officers and/or project management unit at the ministry;
• Familiar with Government and UN/UNDP procedures would be desirable;
• Experience in handling administrative of large/huge procurement budget would be highly desirable.
• Experience in the field of development preferably in health.
  
  

Required Languages

• Fluency in English is required;
• Fluency in Bahasa Indonesia is required.
  
  

Disclaimer


Important information for US Permanent Residents (Green Card holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant Information About UNDP Rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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