Project Associate (Smile-Jakarta) (7 Openings)

Background

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Indonesia has demonstrated its preparedness in rolling-out COVID19 vaccination program and take an active global role from there.At that time, MoH adopt the “One HealthData” approach in monitoring and digitizing the vaccination process by working synergistically with the Ministry of Communication and Information in the registration phase (PEDULI LINDUNGIsystem), UNDP in supply chain management of vaccines and related logistics(SMILE system) as well as with BPJS/ National Social Security Body in individual registry of vaccinated people (P-CARE system). As of 01 February 2023, the MoH has been managing data of COVID-19 vaccine distribution of 454,4 million doses from the provincial level down to 12,000 health facilities. Given the significant achievements from COVID19 vaccination, the Directorate of Immunization built similar integrated approach for routine immunization by synergizing SMILE system and the ASIK system (a P-CARE mirroring system, but now developed by the MoH). Directorate General of Communicable DiseasesPrevention and Control, Directorate of Immunization, Directorate General of Pharmaceutical and Medical Devices, Directorate of Pharmaceutical Management and Services, Data Center and Information, Digital Transformation Office, as well as UNDP, become more closely hand-in-hand in eliminating fragmentation by improving more integrated data visibility between logistics and beneficiaries of the immunization program. UNDP has become more mature in assisting the MoH with SMILE system to plan the distribution, anticipate stock out, minimize expired vaccines due to neglection, and track the disposed vaccines at all levels transparently and real-time. Apart from immunization, there are still potential threats to Indonesia on health logistics insufficiency and inequity across the region. Medical and laboratory logistics is important to ensure that people receive the best possible early detection and care diseases in a timely manner. Therefore, supply-chain management for non-vaccine health commodities including laboratory supplies are still in the MoH health transformation agenda.

In late 2022, the MoH rolls out end-to-end supply chain management system where SMILE takes part in monitoring the distribution, consumption, to disposal from the manufacturer until the last mile within the chain. The Directorate of Pharmaceutical Management and Services decided to start the innovation of digitizing end to end supply-chain management in ATM programs, then leverage it to all programs across public and private health facilities. The expansion of SMILE will likely strengthen governance, capacity and efficiencies of procurement and management of health-related commodities.

The Program Will Focus On Support To The Ministry Of Health To Address Challenges In Supply-chain Management Of Medical Commodities With Four Outcomes And Four Outputs, As Follows

Outcomes

• Efficient processes and enabling environment to regulate and manage healthcare and laboratory waste, towards a more sustainable and resilient human and environmental health system
• Improved accountability, transparency and integrity of the health supply chain, and empowering frontline health workers with more control and oversight over the prevention, treatment, and care services they provide.
• Optimized distribution efficiency, projection and planning improved cost savings and enhanced reliability of the national procurement and supply chain system for HIV, malaria and TB health commodities across all tiers of public and private healthcare sectors
• Improved availability, access and coverage of essential drugs and diagnostics at community health center, sustaining capacity of health and laboratory facilities to deliver TB, malaria and HIV prevention and treatment programs,

Outputs

• Comprehensive online dashboard for real-time visualization, data analytics and forecasting of key operational information and performance indicators, to inform planning and decision-making for supply chain and healthcare waste management at all levels.
• National policies, SOPs, strategies and manuals/guidelines for the national health products procurement and supply chain management systems that include the use of a cloud-based eLMIS (SMILE) in logistic chain management of HIV, TB and malaria health commodities, laboratory supplies and healthcare waste
• Strengthened institutional and workforce capacities on the use of the SMILE dashboards and application in health centers and health services, laboratories and across the healthcare waste chain network; and expanded number of active users and flow of transactions from Primary Health Care into SMILE system.
• Introduction and scale-up of the SMILE digital technology, a cloud-based electronic logistics management information system (e-LMIS), for tracking health and laboratory commodities, as well as healthcare waste,across malaria, TB and HIV programs.

Under the overall guidance of the Project Officer, the Project Associate for SMILE for Regional provides project support services in ensuring regional coordinator under his/her supervision prepares 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 Associate for SMILE (Logistik and Immunization) for 7 Regional as follows:

• Central Java, DIY & East Java
• DKI Jakarta & Kalimantan
• Sumatera
• Sulawesi
• Papua, Papua Barat, Maluku& Maluku Utara
• Banten, NTT & NTB
• West Java & Bali

Duties And Responsibilities

The direct supervisor of these activities is Project Officer of SMILE Teams. She/He will work closely and report to the Project Officer, Technical Specialist/Project Manager ,and Project Officer for Central West and East. The Project Associate is expected to be in regular contact with the Project Officer for Central West and East as well as to update and to report on his/her progress.

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

• Preparation for project documents and submission to relevant parties for approval by relevant parties
• Provide effective supervisory role to assistant/ clerical level in the implementation of project standard operating procedures in line with the government and UNDP’s regulations;
• Analysis, researches, summary and presentation of basic information/data on specific project and related topics;
• Coordination of project planning and preparation work for, typically, a large and highly complex component of the project initiatives;

Support the effective reporting on progress of project implementation

• Monitor project activities, drafts related status reports, identify shortfalls in delivery, budget overruns, etc., and brings to the attention of management
• Provide administrative support for the preparation of high quality and results oriented progress reports.
• Support the preparation of annual reports,in line with the monitoring and reporting guidelines and present it to the project team in timely manner;
• Prepare of budget revisions, provide support to the preparation of annual work plans as well as project meetings, audit, and operational and financial closure of a project.

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

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

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

• 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.
• 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 PR team 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;

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

• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is respected within all implementations including data production.
• Activities are designed and implemented in accordance with "Social and Environmental standards of UNDP";
• 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
• Human rights and gender equality is prioritized as an ethical principle within all actions.

Competencies

Core Competencies

• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Cross-Functional & Technical Competencies

2030 Agenda : People

• Gender : Gender Mainstreaming

Ethics

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

2030 Agenda : Engagement and Effectiveness

• Innovation : Technology and Innovation

Audit & Investigation- General

• Verbal and written communication : Ability to effectively communicate both verbally and in writing to convey key facts and findings

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 Channels
• 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
• 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

Education

Required Skills and Experience

• Bachelor Degree in Statistics/Public Health/Social Science/Information Technology/International/Linguistic or other related majors would be highly desirable although it is not mandatory.

Experience

• Strong analytical skills
• Good inter-personal and team-building skills.
• Minimum 7 years of professional experience for candidate with high school degree or 4 years of professional experience for candidates with bachelor degree in the field of development.
• Experience with UN/UNDP procedures would be desirable;
• Experience in the field of development preferably in health
• Has excellent oral communication skills and conflict resolution competency to mediate inter-group dynamics and mediate conflict of interest
• Experience in handling of web based management systems would be preferable.
• Ability to work in a team
• Experience in health program information; in relate with mobile phone application on immunization, nutrition/stunting, TB, community-led total sanitation (STBM) and HIV areas would be necessary
• Good interpersonal and team-building skills;
• Has experience in the working environment with the government officers and/or project management unit at the ministry;
• Full time availability for project management support duties is essential;
• Has excellent oral communication skills and conflict resolution competency to mediate inter-group dynamics and mediate conflict of interest

Language Requirement

• Fluency in written and spoken English is an absolute necessity;
• Fluency in written and spoken Bahasa Indonesia is required.

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Non-discrimination

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