Deadline: 28 November 2021
Location: Jakarta
Job Type: Full Time
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
Background Information - Job-specific
1. General Background of Project / Assignment
UNEP is the voice for the environment within the United Nations system. UNEP’s mission is to provide leadership and encourage partnerships in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. In Indonesia, UNEP in partnerships with ICRAF (the recipient in this Agreement), BNP Paribas and ADM Capital has established the Tropical Landscapes Finance Facility (TLFF) since 2016. As a Government of Indonesia supported initiative, TLFF provides long-term funding at scale, largely for rural smallholder livelihood and renewable energy projects for marginalized communities. The TLFF is intended to bridge the gap between the government, private sector and communities, coordinating cross-functionally to bring about large-scale positive change. TLFF responsibilities are currently under UNEP.
The Global Affairs Canada (GAC) is supporting UNEP/TLFF through its TLFF Grant Fund (TLGF) window to disburse conventional grants to potential applicants, which will help them become bankable and facilitate the mobilization of investment capital. It will be closely link with the objectives of FIAP and Canada’s feminist approach to climate finance by demonstrating the business case for investments at the nexus of gender and climate change and building a market for gender responsive climate projects. The ultimate outcome of this project is ‘to improve rural livelihoods in Indonesia with a focus on women’. This ultimate outcome will be facilitated through intermediate outcomes which are: (i) increased longer term (>5yr) investment in climate smart agricultural and forestry practices in Indonesia, (ii) reduced or avoided GHG emissions from the agricultural sector in Indonesia, and (iii) enhanced access to employment opportunities for women in climate-smart agricultural and forestry supply chains in Indonesia. The project scope is within Indonesia and closely affiliated and shares its objectives to the Land Use Finance Unit and UNREDD Program. As such, it is fully aligned with UNEP’s Climate Change sub-programs and contribute to the Government of Indonesia’s Medium-Term Plan Strategy.
2. Purpose and Scope of Assignment
Based in TLFF Jakarta office, the Administration and Finance Assistant will work directly under supervision of Program Officer. S/he promotes a client, quality and results-oriented approach and works in close collaboration with other members of project team/colleagues to ensure coordinated and timely support to daily activities of TLFF secretariat, travel, administrative and light procurement services to TLFF team and its partners. Due to limited timeline of the project, and funds available do not justify establishing staff position, therefore the post will be set up through UNOPS.
Functional Responsibilities
Summary of Key Functions:
Implementation of operational strategies
Effective and efficient functioning of operation unit of TLFF Secretariat
Administrative and logistical services
Personnel management
Protocol issues and requests for official documentation
Office maintenance and assets management
Knowledge sharing
1.Implementation of Operational Strategies
Support the Program Officer and TLFF management on full compliance of administrative and protocol activities in accordance to UNEP/TLFF policies and procedures.
Provision of inputs to preparation of administrative team results-oriented work plans.
Initiate the process for budget preparation and monitor delivery as required
2.Support to Effective and Efficient functioning of TLFF operations:
Implements the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
Proper inventory control; supervises proper issuance of inventory items and supplies.
Reviews travel authorizations, documentation, payments
Assists in the preparation of budget, audit and other reports.
Confirms appropriateness of operational transactions processed in accordance to UNEP/TLFF policies, regulations and rules
Check validity of charges by verifying authorized amounts and ensuring availability of budget and funds.
Prepares on time monthly operational advance reconciliation and replenishment reports for supervisor review.
Monitor operational advances and workshop expenses in project fields office, bringing to the attention of operation officer for any problem or discrepancy that warrants further review.
Process the payment request timely and in compliance to UNEP/TLFF policies
3. Support to Administrative and Logistical Services:
Prepare budget and logistic for project events: workshops, training and others.
Administrative and procurement support for meetings/conferences/workshops/retreats. This includes budget preparation, venue arrangement, travel entitlements/DSA processing, and other related logistical supports.
Collaboration in the preparation of the administrative budget plan for TLFF projects
Preparation of routine correspondence, faxes, memoranda and reports in accordance with UNEP/TLFF policies.
Preparation of travel authorization for UNEP/TLFF staff and consultants
Provision of administrative, protocol and logistical supports to TLFF personnel
Arrangement of travel and hotel reservations, preparation of travel authorizations and processing travel claim/settlement/reimbursement.
4. Personnel Management:
Coordinating supports for staff/consultants, as required
Ensure timely submission of staff attendance sheet and monitoring leave records
Promote teamwork, collaboration, and diversity by actively engage on office activities,
Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.
5.Support to Protocol issues and request for official documentation:
Provision of travel management support and related services, including visa arrangement and custom/immigration clearance.
Arrangement of supporting documents for visa application and other required forms as well as liase with government officials and other related stakeholders to ensure proper and timely delivery of the services.
Actively towards continuing personal learning, acts on learning plan and applies newly acquired skills.
6.Support to Office maintenance and assets management
Maintenance of records on assets management and preparation of reports.
Maintenance of files and records relevant to office maintenance
Coordinate maintenance of TLFF office.
7.Knowledge sharing
Participation in the training for the operations/projects staff on administration.
Contributions to knowledge networks and communities of practice.
Provision of supports to filing management and maintenance
Core Values and Principles:
1. Understand and respect sustainability principles
Look for ways to embed sustainability principles in day-to-day project management
Seek opportunities to champion gender equality at workplace
Champion and communicate project’s sustainability aspects with key stakeholders
2.Understand and respect national ownership and capacity
Understand the principles of the Paris Declaration on aid effectiveness and mainstream them in the project plans
Look for ways to build capacity of local counterparts
3. Partnerships and Coordination
Understand the UN Development Assistance Framework (UNDAF) and UNEP within the UN system
Strive to build strong partnerships and effective coordination among relevant project actors (e.g. United Nations, governments, and non-governmental organizations or other relevant partners)
4. Accountability for results and the use of resources
The project management processes are designed to deliver maximum accountability, transparency and results.
5. Excellence
Contribute to innovation and the adaptation of best practice standards of sustainability and quality.
Monitoring and Progress Controls
His/her performance will be reviewed by Program Officer and Head of TLFF Secretariat/UNEP Technical Lead Adviser
Education/Experience/Language requirements
a. Education
A diploma in administration, finance and/or program management related fields.
A bachelor’s degree would be an asset.
b. Work Experience
A minimum 2 years experiences on relevant finance, procurement and administrative matters.
Experience in coordinating events/activities with various international organizations, partner institutions and stakeholders is an asset.
Experience in working closely with the Government of Indonesia for visa and protocol issues is desirable.
c. Language
Fluency in Bahasa Indonesia and English language is required.
d. Other Skills
Good analytical skills, fully proficient computer skills and use of relevant software and other applications
Familiarity with the UN system is an asset
e. Functional competencies:
Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis).
Strong interpersonal skills and ability to establish and maintain effective partnerships and working relations with people in a multi-cultural environment.
Ability to manage, organize, plan and implement work assignments
Cope effectively with competing demands and work under pressure of frequent and non-negotiable deadlines.
Strong analytical and problem-solving skills and ability to handle a range of management and coordination issues.
Travel Involved - The individual contractor will be expected to travel extensively, s/he should have the ability to work in a multicultural environment and is sensitive to requirements of travelling to remote areas in Indonesia both physically and in terms in cultural sensitivity.
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