Project Assistant (Fmta) Jobs

• Office/Unit/Project Description

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UNDP is a founding co-sponsor of the Joint UN Programme on HIV/AIDS (UNAIDS),a partner of the Global Fund to Fight AIDS, TB and Malaria, and a co-sponsor of several other international health partnerships. UNDP’s work on HIV, health and development, as described in the HIV, Health and Development Strategy 2016-2021: Connecting the Dots, leverages UNDP’s core strengthsand mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies. UNDP delivers three types of support to countries in HIV, health and development. Since 2003, UNDP has been in partnership with the GlobalFund, supporting countries to manage resourcesfor actions on SDG 3.
In 2007, UNDP started to provide technical assistance to the MoH to implement Global Fund grants. In 2012, in partnership with the Australian Government Department of Foreign Affairs and Trade, UNDP started to provide technical support to Indonesia’s Country Coordinating Mechanism (CCM) and its technical working group to monitor GF grant performance and provide oversight.
Global Fund – Indonesia: The Global Fund has provided grant funds to the Government of Indonesia in the amount of US$823 million to fight HIV, Tuberculosis (TB) and Malaria, as well as to strengthen the health system. Starting November 2019, there are six active grants in the current GF implementation period (2020-2022) with a total budget of US$ 293,4million. The Ministryof Health (MoH) is the Principal Recipient (PR) for the Global Fund’s HIV, TB, and Malaria grants for new implementation period of 2021- 2023, with PR TB MOH approved to receive a total of US$ $ 159,1 million.The MoH is supported by several Sub-recipients (SR) to implement each grant and achieve the program results.
The Global Fund as a performance-based financing institution has terms and conditions related to the financial reporting of the Grant Agreement signed with the PRs. These terms and conditions require the submission of high quality and timely reports in compliance with the Global Fund’s policies and procedures on the use of the grant funds. Delays in the submission of sound financial management reports can impact on the progress of grant implementation and resources available to the country. The PR is also responsible for the reporting of the Sub-recipients.
Technical Assistance: In 2017, the Global Fund, the MoH with the CCM identified recurring financial management issueswhich impacted on the timelydelivery of high-quality reports as requiredby the terms and conditions of the MoH’s grant agreement with the Global Fund. These issues constitute a risk for the Principal Recipients who have the overall responsibility for the implementation of GF grant funds. In 2018, the MoH requested support from UNDP to address financial management reporting to the Global Fund and to review the current accounting software to ensure the MoH can provide high quality and timely financial reports to the Global Fund.
SURGE Response, January-June 2019
Against this backdrop, it became necessary to provide a comprehensive Technical Assistance to the ministry through a strategic response mechanism (SURGE) for a period of six months between January- June 2019. The UNDP IndonesiaSurge response TA sought to achieve two broad outcomes:(1) The Global Fund resources are used for the intended purposes, according to GF rules policies and are properly recorded and accounted for; and (2) There is an improved project, governance, oversight through advanced management tools in terms of monitoring quality, timeliness, efficiency and compliance. To achieve these outcomes, the following four key outputs were planned :

• Enhanced accounting reporting systems which meets TGFrequirements;
• Improved human resources that is aligned to better grants management;
• Enhanced programmatic capacity, policy dissemination and governance oversight.
• Timely quality financial reports submission to TGF in compliance with the grant agreement;
• Improved procurement and fund management related support; and

In The Period To June 2019, The SURGE TA Team Has Continued To Work With The Ministry Towards The Realization Of The Outputs Through The Following Key Activities And Task Achievements
Timely Reporting: All the Global Fund reporting for the period : PUDR June-December 2018 ; Quarter 5 Cash balance and forecast ; and Q6 Cash balance and forecast reports were prepared and submitted on a timely manner. The SURGE team also supported the PR during LFA reviews as well as during external audit for 2018.
Programme Implementation Manual: In January 2019, the UNDP team completed the support to the ministry on the development of a New Programme Implementation Manual (PIM) which includes financial management SOPs. The policy was adopted by MoH through the Directorate decision No HK.02.02 / I / 252/2019, and was endorsed by CCM during its the plenary meeting on 20 March 2019.
Accounting Software assessment: An Independent assessment of the two accounting software- Abi Pro and Go Pei currently used by the ministry was concluded in April 2019. The report found that the two software are unstainable and that a new system to be shared across all the three diseases should be sourced and implemented at the Ministry.
Records management: A review of the PR documents management protocols was kicked off on 7 May 2019, the SURGE team is set to document all the current practical weaknesses observed across departments of Finance, HR and Procurement and to conduct one best practice training on records management for all PMU staff in June 2019.
Field Spot checks: PR related reviews were carried out on a continuous basis following various reporting cycles to TGF. As part of quality improvement, All the review of reports submitted to TGF were accompanied with recommendations to the PR on areas of improvement. SR specific spot checks across the country was kicked off by the TA team on 13 May and is expected to run through 24 May 2019. To make the spot checks more effective, the approach is based on understanding root causes of long outstanding financial management issues at SR level and to map them with opportunities of improving the capacity of the PR finance staff to better monitor the SRs.
The proposed UNDP TA support is based on UNDP’s support framework which is anchored on the following core principles:

• Alignment to national strategies and policies
• Sustainability when designing solutions and recommending intervention
• Complementarity and coordination between existing initiatives
• National ownership, UNDP support will be designed based on MoH prioritized capacity needs
• Efficiency and Effectiveness in achieving results

The GFATM has just approved for UNDP to also support the PR TB MOH for procurement of Whole Genome Sequencing (WGS), including its’ distribution and maintenance support. UNDP therefore requires to have a Project Assistant post to support all the administrative requirements of this activity. This Project Assistant will be responsible to the HEART Cluster Manager of DGPRU, UNDP. S/He will also support to ensure compliance with UNDP financial and/or procurement rules and regulations and provide in-close coordination with the FMTA project team and/or the PR TB MOH.
Under the supervision of the Project Manager for HGI and TGF Team Leader, the Project Assistant shall be responsible for effective and transparent utilization of procurement budget as approved by the GFATM. The Project Assistant shall interpret the financial and procurement rules / regulations and provide solutions to a wide spectrum of administrative issues.

• Scope of Work

Support the project team to ensure effective project planning and implementation

• Support project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and responsible partners. Review project documents for completeness and compliance with relevant rules and procedures and identify inconsistencies for referral to supervisor. Compile, summarize and present basic information/data on a specific project and related topics or issues;
• Assist in 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 topics or issues.
• Provide administrative and logistical supportto ensure successful project delivery that includes organization/coordination of project events, procurement and finance-related activities, contract management, recruitment, and coordination of field visitsand project-related missions.
• Contribute to and support data collection for gender analysisand gender mainstreaming at the project level.

Support partnerships and resource mobilization.

• Assist project team in identifying and gathering information on opportunities for resource mobilization.
• Establish and maintain contacts and cooperation with the relevant UN Agencies, government institutions, and other partnersand relevant stakeholders. Provide support in updating database of the relevant public and development partners, and other stakeholders who are counterparts for the project.
• Support dissemination of high-quality information and visibility of the projectactivities among the stakeholders.
• Support regular communication with partners, project counterparts, stakeholders, and beneficiaries.

Provide support to the effective monitoring, evaluation, and reporting on progress of project implementation.

• Support implementation of the project monitoring system in alignment with its Monitoring and Evaluation framework to facilitate effective information sharing on project status and achievement of targets.
• Support the organization of progress meetings, field, and study visits to monitor project implementation and support organization of workshops, roundtables, and conferences within the project.
• Assist in implementation of effective risk management for the project with a well-documented risk mitigation plan in place. Support monitoring of previously identified and emerging risks. Update the status of risks in relevant project risk logs and/or databases.
• Collect, analyze and present information for monitoring and evaluation of project implementation against projecttargets as well as for audit purposes.Assist team in the design and conduct of internal evaluations and surveys. Identify gaps in implementation and provide support in bridging those gaps in consultation with supervisor and partners.
• Support the preparation of weekly, quarterly, annual, and other requested project reports in line with monitoring and reporting guidelines and donor requirements.
• Monitor project budget, financial resources, and accounting for effective and transparent use of available resources and to ensure accuracy and reliability of data/information used in financial reports.

Support knowledge building and knowledge sharing relevant to the assigned project.

• Participate in training on internal procedures for the project staff and provide support to the organization of training and other capacity building activities as needed.
• Maintain organized records of project data, field activities, case studies, human-interest stories, photographs, and other relevant documents that can be drawn upon in support of knowledge sharing and advocacy.
• Make sound contributions to knowledge networks and communities of practice.

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that:

• 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 iscreated;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Differentiated needs of women and men are considered;
• 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;

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 Project Assistant works under the general supervision of Team Leader for FMTA and collaborates closelywith programme, operations, technical advisors, experts,Government officials, and other relevant stakeholders successfully implement the FMTA project.
Competencies
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
Cross-Functional & Technical competencies (insert up to 7 competencies)
Thematic Area Name Definition
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 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

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.

2030 agenda- people Gender

• Gender mainstreaming

Business Management Monitoring

• Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual

activities and programme performance and results.
Technical - Finance Budget management

• Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Administration & Operations
Event Management

• Support projects with event management including venue identification,accommodation, logistics, catering, transportation, and cash disbursements, etc.

Minimum Education Requirements
Minimum Qualifications of the Successful NPSA

• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
• Secondary education is required, or

Minimum years of relevant work experience Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience is required
Required skills 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 addition to the competencies covered in the Competencies section

• Experience and knowledge of procurement procedures of national / international organizations
• Experience work with Government and UN/UNDP procedures would be desirable.
• Experience in collecting, analyzing, and summarizing administration report
• Experience and knowledge of monitoring and evaluation tools
• Experience and knowledge of project management processes
• Experience in managing online meeting platforms, documentation of paperwork database, photos, and archiving system.
• Experience in preparation of financial reports and overviews

Required Language(s)

• Fluency in the UN language of the duty station ( English) is required.
• Fluency of the national language of the duty station ( Bahasa Indonesia ) is required for local personnel.

Professional Certificates