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Project Assistant


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Job Description

  • Country: Indonesia
  • Vacancies No: N/A
  • Salary: N/A 
  • No of Jobs: N/A
  • Education: Bachelor
  • Experience: 5 years
  • Gender: Both

Duties and Responsibilities

Summary of key functions:
The Project Assistant will be assisting in the overall implementation, monitoring, and coordination of the project activities on the ground. S/he will assist to manage the project’s day-to-day activities and ensure timely achievement of project targets (both quantitative and qualitative) as per the project plan. S/he will coordinate with on-ground partners involved in the project for ensuring timely and good-quality deliverables. The key responsibility of the Project Assistant is described below:
A.   Support the project team to ensure effective project planning, budgeting and implementation focusing on achievement of the following results:
-Assists in the coordination of project planning and preparation work for, typically, a medium-size and complex component of the project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval.
-Compiles, summarizes, and presents basic information/data on specific project and related topics or issues.
-Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
-Implement project standard operating procedures in line with the government and UNDP’s regulations;
-Provide effective budgetary and other finance-related assistance to the management    team.
-Provide effective support to the National Project Manager in putting together background information to assist the drafting of project documents, work plans, budgets, proposals,  etc.
-Provide financial management support for regular project assurance monitoring   (IPAR)
-Play an active role in identifying project operational and financial problems, as well as in providing solutions.

B.   Support to the effective reporting on progress of project implementation
-Preparation of budget revisions, support to the preparation of annual and quarterly work plans as well as project board meetings, audit, operational and financial closure of a   project.
-Support to the preparation of quarterly project reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timely  manner;
-Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of   management
-To provide administrative support for preparation of high quality and results oriented progress reports.
-Structure documentation of all information and communication with donors related to financial, budget, and relevant work plans.
-Properly manage and administer budgets, and regularly monitor the resource mobilization within the assigned cluster, and conduct regular financial monitoring/spot check exercise on implementing partner and or responsible party.
-Prepare timely reviews of contribution agreement, and accurate account to record contribution.
-Prepare financial reports for donors in accordance with donor’s requirements and reporting schedule.

C.   Support strategic partnerships, communication and support to the implementation of resource mobilization
-Updated database 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.

D.   Supports knowledge building and knowledge sharing focusing on achievement of the following results:
-Participation in the trainings for the operations/ projects staff.
-Synthesis of lessons learned and best practices in project support management function.
-Contributions to knowledge networks and communities of practice.

E.   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
The Project Assistant will work under the overall supervision of the National Project Manager of KALFOR Project. The incumbent is expected to work closely with the project team and work closely with the other team members in UNDP.


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 
Thematic Area Name Definition
Ethics UN

policy knowledge – ethics

Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and   integrity
Business management Project


Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Administration & Operations Event Management Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements,  etc.
Business management Partnership Management Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies
Finance Budget Management


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


Financial Analysis


Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability


Required Skills and Experience
Min. Education requirements
  • Secondary education is required.
  • University degree (Bachelor’s degree) in development studies, accounting/economics/ economic, development, political science, sociology, or related fields, will be given due consideration but is not a requirement in lieu of a Bachelor’s degree
Min. years of relevantwork experience
  • Minimum 5 (five) years with (Secondary Education) or 2 (two) years (with bachelor’s degree) of working experience including of professional experiences in finance, procurement, admin.
Required  skills
  • Solid knowledge and practical experience in assisting project/program implementation in admin, finance would be preferable;
Desired skills in additionto the competencies covered in the Competencies section
  • Experience of working with government, bi/multi-lateral agency and/or UN Agencies
  • Experience of working in admin, finance and procurement related field
  • Experiences in excel spreadsheet would be a  desirable
  • Experience on supporting implementation of project would be highly desirable
  • Experience in preparation of financial report and budgeting exercise would be highly desirable
  • Experience working with web-based system would be desirable
  • Experiences in environment related project
Required Language(s)
  • Fluency in Indonesian and English is required.


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