Project Associate for KTLN (Kerjasama Teknik Luar Negeri), Ministry of State Secretariat

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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 south-south cooperation, adopting information technology advancement with total budget at USD 40 million for better and sustainable health outcomes for all.

To facilitate opportunities for integrated policy and program solutions, the project has been designed so that the outputs are mutually reinforcing, taking advantage of the linkages between project components. The program is articulated around interdependent work streams.

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:

1.    Strengthening an enabling policy and environment, regulatory and institutional environment for access to new     health technology,
2.    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),
3.    Technical support for and quality assurance for financial management to Principal Recipient AIDS, TB, Malaria funded program by the Global Funds for ATM,
4.    Improving distribution of vaccines for routine immunization and COVID-19, facilitation of South-South exchange of knowledge and technology for the development and implementation of SMILE for the distribution of vaccines for routine immunization and for COVID-19,
5.    Accelerating digital transformation of the health system,
6.    Promoting cost-effective medicines, vaccines, and diagnostics through Health Technology Assessments
7.    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.

To support and ensure a smooth coordination with the Ministry of State Secretariat the UNDP will support a seconded staff to the Bureau of Foreign Technical Cooperation/Biro Kerja Sama Tehnik Luar Negeri (KTLN). The incumbent is expected to assist and speed up the coordination and administration process between UNDP, the Grant Assessment Team, several members of the Project Board, the Steering Committee and other International Loan and Grant coordination activities under KTLN.

Scope of Work

Under supervision of the UNDP National Technical Specialist for Health Governance Initiative (HEART) the Project Associate will be working closely with the KTLN and HEART Project at UNDP. He/She shall be responsible for effective coordination and transparent governance and management arrangements as follows

Duties and Responsibilities

1.    Support the KTLN to ensure effective coordination and achievement of results focusing on achievement of the following results:
•    Provides full range project implementation assistance under direction of KTLN and the supervisor for a large and complex coordination initiatives, 
•    Coordination of administrative aspects of project documentation for, typically, a large and highly complex component of the project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval.
•    Provide draft analysis and presentation of information/data on specific International Loan and Grant projects/donors and related topics; highlight noteworthy issues/trends for consideration by appropriate parties.
•    Provide effective supports in the development and implementation of grant procedures, support the effective monitoring of grant implementation and timely production of draft progress reports in line with the government regulations.

2.    Provides administrative support to the related unit in KTLN focusing on achievement of the following results:
•    Provision of guidance to development partners/donors and serves as focal point for coordination, monitoring and expedition of grant implementation activities, involving extensive liaison with a diverse organizational unit to initiate requests, prepare standard terms of reference against project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to grant implementation.
•    Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in project evaluation; monitor implementation at all stages to ensure work is proceeding according to established plans, including analyzing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests;
•    Provision of secretariat services to Project Board groups as government mechanism in grant implementation, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; compiles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.
•    Supporting Team Leader Heart cluster in coordination meeting with donors and beneficiaries in Ministry of State Secretariat and has an update knowledge on the various planning instruments such as the annual/multi work plan and internal work plans; provides assistance on drafting report, with accurate data as required 
•    Supporting on the preparation of Project Document or amendment, formal closures of projects, BAST, transfer of equipment, and clearance.

3.    Support the effective reporting on progress of project implementation
•    Support the administration process for preparing work plans as well as meetings, audit documents, and the administrative project;
•    Prepare any project, 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 administrative support for implementation of the KTLN project based on results-oriented progress reports.

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

5.    In coordination with KTLN - 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, 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.

6.    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

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 direct supervisor of this activities is National Technical Specialist for HEART. She/He will work closely with Director KTLN as host organization to the incumbent. The organigram in Annex shows the position of this function within the office and unit structure.